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Authorization Coordinator

Location: Newton
Posted on: July 6, 2024

Job Description:

Authorization Coordinator


The Authorization Coordinator is responsible for the daily function and maintenance of the OTA¿s speech, physical and occupational therapy client authorizations including CTP¿s, private pay and insurance reimbursed contracts and agreements. This position also provides back up administrative support to the front desk receptionists and to the directors and therapists in the discharge of their duties by performing clerical tasks and providing office coverage answering phones, taking and distributing messages, and greeting clients. Occasionally, this position will have to assist in the operation of group therapy or training events.


Authorizations - CTP¿s, Private Contracts, Insurance Clients

1)Maintains up to date database of OTA¿s CTP, private pay and insurance contracts, agreements and clients.

2)Updates Caretracker database as needed.

3)Charges and invoices CTP clients at appropriate monthly billing dates.

4)Meets with new CTP clients to review the terms and conditions / policies of their CTP agreement.

5)Sends out renewal / extension CTP contracts to clients.

6)Maintains tracking system for past due CTP clients and contacts clients to make payments when check is overdue or automatic charge does not go through. Reports status of past due accounts to Administrative Director.

7)Submits monthly reports to Administrative Director on status of past due accounts and past due CTP paperwork.

8)Collects past due CTP paperwork from clients.

9)Ensures all insurance authorizations are current by running the authorization report with insurance carriers so that OTA billing for services is not rejected.


11)Invoices all client evaluations working with Client Coordinator.

Front Desk Back-up Coverage

1)Coverage of front desk at various times to cover during absences and other gaps in receptionist coverage like during mail pick-up/delivery. Back-up throughout the day when many demands occurring.

2)Second backup to phone lines when front desk receptionist and front desk assistant not available.

3)Organizing substitution coverage and cancellation notifications for therapists who call in sick.

4)Assist with scheduling make-ups; in particular for vacations or other block make-up scheduling.

5)Availability to cover the front desk on up to one Saturday per month.

6)Calls on inclement weather to staff, therapists and clients.

Billing Back-up Coverage

1)Complete Back-up throughout the day when many demands occurring.

2)Second backup to phone lines when front desk receptionist and front desk assistant not available.

Other Responsibilities

1)Review therapists¿ daily schedule for sign-out and billing. Review therapists¿ email notices for special circumstances on their schedule and timesheet.

2)Maintain the discharge log to ensure that the discharge process is ongoing and current.

3)Complete account reconciliation when a CTP client discharges.

4)Answer client questions regarding our policies before signing them and throughout the time they are receiving services.

5)Collection of client documentation as necessary.

6)Refer problems and trends to the Clinical Director for further attention.

Therapeutic Groups

1)Handle all intakes for all groups in conjunction with Clinical Director.

2)Coordinate on group times, staffing, openings, etc. with group leaders.

3)Coordinate on changes in groups, enrollment numbers, and staff schedules with Client Coordinator and Clinical Director to assure that all staff production requirements are met.

4)Daily/weekly updates prior to summer and fall scheduling to all involved in groups on status of group membership


* Excellent organizational and communication skills

* Proactive approach to problem solving

* Detailed oriented with strong computer skills

* Punctual and committed approach to work

* Excellent people skills

* Ability to multi task in a fast paced environment

* Strong sense of the vision and mission of the clinic and the ability to communicate this to all

* Bachelors Degree or in lieu of degree experience commensurate with the job description

Keywords: , Newton , Authorization Coordinator, Administration, Clerical , Newton, Massachusetts

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