Administrative InternAt — Dynamics Orthotics and Prosthetics

Role Responsibilities / Job Duties

Submit authorization requests for patients who require prosthetic and orthotic devices, including braces, custom orthotics, and diabetic footwear.

Review current authorizations and correct inaccurate or missing L codes to ensure proper billing and coverage.

Communicate with physicians’ offices to obtain Medicare-required documentation, including Detailed Written Orders (DWO) and supporting medical records.

Assist new patients in scheduling and preparing for their first appointment at the clinic.

Contact patients to provide updates on authorization status, including notifying them when approvals are received and items are ready for pickup.

Support clinical staff by providing Spanish translation services to improve communication with Spanish-speaking patients.

Tasks:

During the internship, the student will be responsible for the following tasks under supervision:
Assist with submitting authorization requests for prosthetic and orthotic devices, including braces, custom orthotics, and diabetic footwear.
Learn to recognize and correctly enter appropriate L-codes for various devices and services.
Review patient diagnosis information to help determine the type of equipment or device needed.
Support the administrative team in gathering required documentation from physician offices, including Medicare-required paperwork such as Detailed Written Orders and medical records.
Help prepare and fax authorization requests and supporting documents to medical groups and insurance providers.
Communicate with patients to provide updates on authorization approvals and notify them when items are ready for pickup.
Assist new patients with scheduling and understanding their first appointment process.
Provide Spanish translation support when needed to help clinicians communicate effectively with Spanish-speaking patients.
Maintain patient confidentiality and follow all HIPAA and clinic policies throughout the internship experience.

Training:

The student will receive one-on-one training for the first two weeks of the internship to ensure she becomes familiar with our internal system and workflow. During this training period, she will:
Observe and participate in guided instruction on how to navigate and use our patient management and authorization system.
Watch instructional videos for additional support and clarification on system processes.
Learn how to create and complete authorization request forms accurately.
Receive training on proper L-code selection and entry for prosthetic and orthotic devices.
Practice submitting and faxing authorization requests and required documentation to medical groups and insurance providers.

Learning Outcome:

By the end of the academic internship, the student will be able to:
Recognize and identify appropriate L-codes for a variety of prosthetic and orthotic devices.
Determine the type of device required by reviewing and interpreting patient diagnosis codes.
Differentiate between items and services that require prior authorization and those that do not.
Clearly explain to patients the purpose of their referral and the services they will be receiving at our office.