Page 8 - R2P Front Desk Manual v1

Clinic Coordinator Daily Tasks

Opening/Daytime Coordinator Duties
● Mat should be set outside of front door
● Turn on lights, TVs, and music
● Fill water in Keurig & stock coffee station
● Confirm that bathrooms are stocked with essential items
● Retrieve voicemails and record in message book for return calls
● Log on to laptop and into WebPT
○ Print Agenda for the day (if not already printed the evening before)
○ Review all payments for the day making sure all $50 or $70 payments toward
deductibles are noted
○ Check agenda for any patient birthdays – indicate birthday on their appointment!
● Review schedule & discuss any pertinent appointments items for the day with PTs
○ Update appointments for any re-evaluations by changing appointment type from
follow up (purple) to red (re-evaluation). Re-evals and progress notes are usually
completed 1x/month or every 8-10 visits. If unsure if a patient is due, ask the PT.
○ Update the location’s Authorization Log for any patients who will need to have
authorization requests submitted
● Load all outcomes for the day on iPad (unless completed by evening Coordinator) –
label as patient’s initials and indicate eval/follow up/discharge (i.e. “JL eval,” “JL f/u,” “JL
d/c”)
● Review the Ending and Expired Authorizations reports from the WebPT dashboard.
Open each patient’s chart to double check when authorization is needed and update on
their scheduled appointments.
● Check email and respond/organize as needed
● Count cash in blue money bag (should be $100 in small bills)
● Reconcile payment log with receipts/checks from day prior
● Retrieve mail for evening Coordinator to sort
● Verify insurance benefits
● Submit authorization requests, check submission statuses, update returned auth

Ongoing Duties
● Greet patients and make PT aware of patients’ arrival as needed
● Monitor schedule at all times for late patients or no shows
● Answer phones, schedule appointments, receive payments, manage emails/faxes
● Monitor WebPT dashboard and faxed Medicare notes with missing/returned signatures

Last Update: 7/11/19