Director of Therapist Procurement & Internal Record Auditing

Position Summary / Scope of Responsibility:

The Director of Therapist Procurement & Internal Record Auditing initiates, facilitates, and coordinates all aspects of the therapy students’ clinical placement process including, but not limited to, establishing and coordinating the clinical affiliation agreement (CAA) process, coordinating student placements between the Director of Clinical Education (DCE) and CAO’s divisional directors, site managers and the designated clinical instructors (CIs)/fieldwork educators (FWE), and initiating the recruitment process of all viable students. Director of Therapist Procurement & Internal Record Auditing also performs Medicare audits on therapists who have not reached the 85% passing threshold and reviews all additional document requests from Medicare and other payors.

Primary Responsibilities:

The Director of Therapist Procurement & Internal Record Auditing may be asked to perform job-related tasks other than those specifically stated in this description. The duties and responsibilities of the position are to be carried out in a manner consistent with the Mission, Core Values, and Operating Principles of CAO.

1. Cultivate relationships with university/college DCEs with physical therapy, occupational therapy, physical therapist assistant programs and occupational therapist assistant programs to propose and coordinate the clinical affiliation agreement process between the university/college representatives and CAO’s legal department.
2. Maintain contact information of the directors of clinical education (DCEs)/academic fieldwork educators (AFWEs)/capstone coordinators for all affiliation partners.
3. Maintain a completed list of all affiliation agreements and expiration dates for timely renewal.
4. Develop student slot availability grids with CAO division directors for therapy programs to convey availability to partner institutions.
5. Communicate CAO Therapy’s availability to all affiliation partners through the university’s digital platform or direct email.
6. Communicate with university/college DCEs, AFWEs, capstone coordinators, and/or their representatives to finalize student placements at CAO therapy divisions.
7. Maintain and update the confirmed student placement calendar for the CAO therapy department.
8. Conduct mid and end-of-affiliation meetings with all students placed at CAO therapy divisions to discuss progress, experiences, and challenges of the individual’s affiliation to bolster future student experiences at CAO and to discuss students’ plans for post-graduation for possible recruitment by CAO therapy.
9. Email feedback from the student’s mid-affiliation meeting to the CI and division director, particularly if the student is ideal for recruitment.
10. Conduct end-of-affiliation meetings with all CIs to provide feedback based on their students’ affiliation meeting with the Director of Therapist Procurement & Internal Record Auditing.
11. Perform periodic site visits mid-rotation for open discussion with students and CIs.
12. Implement the PT clinical instruction (PTCI) performance tool and a comparable tool for OT students for additional CI feedback post-experience.
13. Work with the CAO Therapy Executive Director to formulate an incentive program for CIs/FWEs to increase the number of CIs/FWEs at CAO divisions.
14. Coordinate and oversee the onboarding processes for all students with the university’s representative.
15. Onboard and offboard all students through CAO’s digital platform.
16. Become certified as a Credentialed Clinical Trainer for the APTA Credentialed Clinical Instructor Program (CCIP) and maintain certification to be able to provide training, support, and counselling for all CAO CIs and future CIs wishing to offer clinical experiences at CAO.
17. Attend the Education Leadership Conference (ELC) to provide support to all division directors and CIs hosting students on affiliation.
18. Create and maintain a CAO “Guide to student success” document/handbook.
19. Create and maintain a CAO CI/FWE handbook for the following providers and levels:
20. 1. PT (ICE, 1 FT, intermediate, and terminal experiences)
    2. PTA (initial and terminal experiences)
    3. OT/hand therapy (FW 2B/capstone)
    4. OTA (initial and terminal experiences)
21. Maintain communication with past students from CAO affiliations who have received positive references from their CAO CIs as they approach anticipated graduation dates for recruiting for open provider positions. 
22. Facilitate communication with former students who have taken outpatient orthopedics positions at other local practices for recruiting purposes.
23. Maintain knowledge of the open provider positions across CAO Therapy.
24. Attend therapy career fairs for schools in states including but not limited to MD, DC, VA, PA, WV and any virtual offering to recruit new graduates for open therapist positions and to promote student affiliations at CAO.
25. Be available via phone or virtual meetings for CIs with questions or student concerns and students with CI or site concerns and questions.
26. Coordinate 1-3 yearly student events, such as a CAO mock interview day or student/CI luncheon.
27. Conduct a yearly affiliation webinar to highlight strengths of the current student experiences, discuss aspects of the affiliation timeline, and answer new and/or aspiring CIs’ questions to promote therapists serving as clinical instructors.
28. Post student success stories on social media.
29. Create TheraOffice and ModMed logins for students with CAO therapy.
30. Assist with therapy recruiting in addition to work with colleges/universities.
31. Perform annual Medicare audits on therapists who failed first round Medicare audits conducted by outside auditors.
32. Review additional document request documents sent by Therapy Directors prior to billing office sending to the respective payers. 
33. Follow up and train therapists on deficits found during therapy record audits.
34. Communicate with the CAO Therapy Executive Director whenever necessary to keep him/her/them informed of any developments, problems, concerns, etc.
35. Actively participate with the CAO Therapy team, including but not limited to monthly TSC meetings, CAO-sponsored events, webinars, in-services, and departmental meetings.
36. Attend 90-95% of Therapy Steering Committee monthly meetings in person or remotely to provide information and updates about the affiliation program.
37. Respond to CAO Therapy Executive Director questions, inquiries, emails, etc., within the time frame requested.
38. Participate in calls with the Therapy Executive Director monthly, at a minimum.
39. Obtain necessary CEUs and other state-specific requirements to actively maintain a physical therapy license and any other required licenses or certifications.
40. Other duties as assigned.

Reporting Relationships:

The Director of Therapist Procurement & Internal Record Auditing reports directly to the Therapy Executive Director. The role currently does not have any direct reports.

Requirements:

1. A degree from an accredited Physical/Occupational Therapy program.
2. State licensure as a Physical/Occupational Therapist in a state within CAO's clinical presence.
3. Minimum of 10 years clinical experience.
4. Minimum of 5 years of clinical instructor experience.
5. Minimum of 3 years of Site Coordinator of Clinical Education experience.
6. APTA Level 2 credentialed clinical instructor program is preferred.
7. Experience and proficiency working with computers and electronic medical records.
8. Must maintain a valid driver’s license and reliable transportation.

Competencies:

1. Strong interpersonal skills - Ability to develop relationships and collaborate in a decentralized organization.
2. Demonstrate ability to organize, prioritize, and manage multiple tasks in a dynamic environment with a proven track record of results.
3. Strong oral and written communication skills with excellent self-discipline and patience.
4. Must be proficient in Windows-based office technologies (e.g., Word, Excel).
5. Thorough knowledge of Medicare supervision rules for therapy students.
6. Able to work independently.
7. Exudes professionalism in presentation.
8. Must be able to read, write, speak, understand, and communicate in English.
9. Proficiency using CAO therapy’s electronic medical record systems.

Physical Demands:

1. Must be able to sit and stand for long periods.
2. Adequate hearing to perform duties in person, over the telephone, and on the computer.
3. Must communicate clearly in person, over the telephone, and on the computer.
4. Visual acuity adequate to perform job duties, including reading materials from printed sources and computer screens.
5. Must be able to drive long distances to institutions holding career fairs or other recruiting events.