Job Title: Therapy Scheduling Coordinator
Job Code: 1444
Department: Covenant Therapy
FLSA Class: Hourly / Non-Exempt
Reporting Relationship: Director of Inpatient Rehabilitation
Mary Free Bed Summary
We have the great privilege of helping patients and families re-build their lives. It’s extraordinarily meaningful work and the reason we greet the day with optimism and anticipation. When patients “Ask for Mary,” they experience a culture that has been sculpted for more than a century. Our hallmark is to carefully listen to patients and innovatively serve them. This is true of every employee, from support staff and leadership, to clinicians and care providers. 
Mary Free Bed is a not-for-profit, nationally accredited rehabilitation hospital serving thousands of children and adults each year through inpatient, outpatient, sub-acute rehabilitation, orthotics and prosthetics and home and community programs. With the most comprehensive rehabilitation services in Michigan and an exclusive focus on rehabilitation, Mary Free Bed physicians, nurses and therapists help our patients achieve outstanding clinical outcomes. The growing Mary Free Bed Network provides patients throughout the state with access to our unique standard of care.
Mission Statement
Restoring hope and freedom through rehabilitation.
Covenant HealthCare: Extraordinary Care for Every Generation
Employment Value Proposition
At Mary Free Bed, we take pride in our values-based culture:
Diversity, Equity, and Inclusion. Our Commitment to providing an inclusive environment for patients, families, staff, and community, through embracing Diversity, Equity, and Inclusion T.O.G.E.T.H.E.R.
Focus on Patient Care. A selfless drive to serve and heal connects all MFB employees.
Clinical Variety and Challenge. An inter-disciplinary approach and a top team of professionals create ever-changing opportunities and activities.
Family Culture. We offer the stability of a large organization while nurturing the family/team atmosphere of a small organization.
Trust in Each Other. Each employee knows that co-workers can be trusted to make the right decision for our family, patients, staff, and community.
A Proud Tradition. Years of dedicated, quality service to our patients and community have yielded a reputation that fills our employees with pride.
Age Specific Responsibility
Must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in assigned department.  Must demonstrate knowledge of the principles of growth and development over the life span and possess the ability to assess data reflective of the patient’s status and interpret the appropriate information needed to identify each patient’s requirements relative to age-specific needs and to provide the care needed as described in the department’s policies and procedures.
Summary
​​Responsible for scheduling clinical evaluations and treatment. Along with, providing occupational/physical therapy services as assigned by, and under the supervision of, an occupational therapist or physical therapist. Keeps treatment skills updated through continuing education, evidence-based research, and program development. Perform job responsibilities in accordance with the program’s strategic objectives and goals to carry out organizational strategic objectives.​
Essential Job Responsibilities
​​Provide patient care, treatment, and services within the scope of their license, certification or registration and as required by Federal and State laws and regulations.
​Completes scheduling process, associated documentation and communications, and maintains patient/therapist schedules for evaluation and/or treatment. Assigns primary therapy/therapist schedule for continuity of care. Ensures weekend schedule coverage for any therapist with weekend schedule assigned and weekend therapy staff. Analyze week prior and after for therapists.
​Enters Schedule for interdisciplinary team and other scheduled appointments into the patient schedule. Handles outside appointment accommodation for compliance.
​Assists members of the interdisciplinary team in resolving scheduling conflicts and adjusting for staff absences, and monitor call ins. Handles coverage for weekly team meetings, PTO, needs and schedule adjustments.
​Determines if patient will need scheduled therapy over the weekend by monitoring reports, admissions and discharge dates. Compliance review/reduce at appropriate. Weekend compliance assumptions for PT needs. Weekday scheduling and communication with therapy team
​Manages requests and communications to execute schedules for patients, therapist, interdisciplinary team members, and other resources.
​Ensures patients and receiving the minimum required amount of therapy per insurance guidelines.
​Prioritize therapy per patient needs and treatment plan with teams
​Call offs if needed F/S based on compliance and number of therapy minutes needed on individual patient and admission date basis.
​Weekdays: Recurring appointments, track end dates at discharge/transition, ensure patient care follows appropriate treatment plan appointments, daily finessing of schedule.
​Maintain holiday scheduling/coverage recurring to meet compliance guidelines
​Provides patient care on a daily bases per clinic need
​Provides patient care. (Q)
​Assists therapist in treatment planning and conducting evaluation procedures.
​Assists the therapist in treating patients utilizing modalities, therapeutic exercise, assistive devices, and functional activities.
​Provides verbal and/or written feedback to primary therapist regarding all significant observations or changes in the patient’s condition, reaction, and response to treatment.
​Aids the therapist in estimating equipment and supply needs and may participate in the acquisition and inventory of these items.
​Provides coverage of patients in the absence of other staff.
​Maintains proper therapy documentation according to established time standards. (Q)
​Communicates with other appropriate people to integrate therapy treatment as necessary, or as directed. (Q, S)
​Participates in educational program for patients, patient's families, and health care workers regarding treatment procedures, functional activities, and home programs.
​Participates in patient care conferences as requested.
​Participates in various meetings and in-services as assigned. (Q,P)
​Functions as a patient advocate and maintains patient confidentiality. (S)
​Follows all hospital policy and procedures including but not limited to patient confidentiality and infection control. (Q, S)
​Serves as a resource person in area of expertise. (Q, S, G)
​Embrace Diversity, Equity and Inclusion, by:
​Treating everyone with dignity and respect
​Opening more doors to opportunities for underrepresented cultures
​Growing talent and people
​Evaluating and eliminating disparities
​Taking action against injustices, bias and racism
​Honoring our differences and how to collaborate
​Educating staff, patients and the communities we care for
​Restoring Hope and Freedom, together​
Customer Service Responsibilities
Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.
Responsibilities in Quality Improvement
Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.
Essential Job Qualifications
Graduate of an accredited Therapy Assistant program.
Associates degree or equivalent experience
Certification by the National Board for Certification in Occupational Therapy or the American Physical Therapy Association.
Licensure or Certification with the State of Michigan.
Possesses and maintains CPR certification to meet department/program protocol.
Computer proficiency with high accuracy level of data entry including excel, scheduling software, email, outlook, text message
Excellent telephone and customer service skills
Excellent problem solving/critical thinking skills
Excellent organizational skills
Experience in multiple information platforms to incorporate multiple resources to develop schedule. Excel to software to tableau – on call and PTO calendar
Knowledge of insurance authorization/reimbursement guidelines for rehabilitation
Preferred Job Qualifications
​​Knowledge of clinical rehabilitation.
​Knowledge of medical terminology.
​Clinical exposure preferred​
Physical Requirements for Essential Job Qualification
Levels:
None (No specific requirements)
Occasionally (Less than 1/3)
Frequently (1/3 to 2/3)
Majority (More than 2/3)
Remain in a stationary position: ​None​
Traverse or move around work location: ​Majority​
Use keyboard: ​Majority​
Operate or use department specific equipment: ​Occasionally​
Ascend/Descend equipment or ladder: ​None​
Position self to accomplish the Essential Functions of the role: ​Occasionally​
Receive and communicate information and ideas for understanding: ​Occasionally​
Transport, position, and/or exert force:
Up to 10 pounds: ​Majority​
Up to 25 pounds: ​Frequently​
Up to 50 pounds: ​Occasionally​
Up to 75 pounds: ​Occasionally​
More than 100 pounds: ​Occasionally​
Other weight: Up to___ pounds ​ _____​
Other: ​ _____​
The above statements are intended to describe the general nature and level of work being performed by employees in this classification. If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.
Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.