Administrative Assistant I

Job Description - Administrative Assistant I (260504-50004785)

Job Description

Administrative Assistant I - (260504-50004785)

Purpose of Position: Demonstrates customer service excellence while performing a variety of administrative/ secretarial duties as a team member t of the Occupational Health Service Department.

Description

:

1. Provides reception and secretarial services in Occupational Health Service Department:

a. Answer the telephone in an appropriate manner. Take and relay messages. Answer questions and/ or refer appropriately.

b. Type, proof, edit, and photocopy correspondence, policy/ procedures, minutes, and reports in a variety of formats.

c. Collate, route and distribute materials.

d. Create, compile and assist in maintenance of various Occupational Health Services databases, including workers compensation, immunizations, monthly and quarterly reports.

e. Sort mail and distribute.

f. Establish appropriate priorities to carry out daily workload. Refer appropriate tasks to nursing staff.

g. Maintain filing system for all employee OHS records and documents.

h. Support services are provided at both Hyannis and Falmouth campuses.

i. Manage Occupational Health employee medical records, including archiving of terminated employees and retrieval of Legacy records.

j. Process all medical record requests in a timely manner.

2. Schedules and arranges all aspects of client visits to Occupational Health:

a. Explain the paperwork to be completed by the client.

b. Process and schedule clients for pre-placement physicals and laboratory testing.

c. Prepare requisitions for diagnostic and therapeutic services for clients per policy and procedure.

d. Maintain accurate and updated employee records: reports of tests, procedures, and other similar materials.

e. Notify Human Resources regarding medical determination of pre-placement physical examination.

f. Schedule and communicate status of employee, and new hires appointments.

g. Communicate employee status to department leaders and business partners re: disposition of employees per OHS clinician's directions; following illness/illness OHS visits and RTW evaluations.

3. Assist with Incident Reporting System:

a. Review all Employee Incident Reports

b. Forward Incident Reports to Case Manager for review.

4. Assist with Workers'' Compensation Program:

a. Keep abreast of lost time cases.

b. Send appropriate WC First Report to third party administrator.

c. Work effectively with other departments to resolve issues and improve services.

5. Administer the Occupational Health Billing System:

6. Communicates with others:

a. Triage calls, communications, tasks and information to appropriate Occupational Health Services staff.

b. Maintain Protected Health Information for all employees s and obtain necessary releases.

c. Work effectively, exhibiting professionalism and collegiality with other departments. Promoting collaboration to resolve issues and improve services.

7. Arrange for maintenance of equipment and space:

a. Keep accurate records of charges, supplies and similar activities to be charged to individual departments.

b. Maintain inventories of stock, supplies and equipment.

c. Prepare requisitions for supplies and equipment, maintenance and repair services.

d. Promptly informs appropriate OHS staff of observed hazards in the workplace and take immediate action if possible.

8. Maintains timely and updated HealthStream learning and pursue necessary education and training to ensure policy compliance and delivery of optimal services:

a. Participate in department staff meetings.

b. Perform self-assessment and establish personal goals.

c. Meet with supervisor on a regular basis to review goals and objectives related to skills and competencies.

d. Attend educational in-services.

e. Seek out new professional training opportunities and experiences.

9. Perform other duties as assigned:

a. Perform all duties in accordance with safety and other laws, rules and regulations as set forth by appropriate regulatory and governmental agencies and in accordance with established departmental and CCHC policies and procedures.

b. Follows and promotes the mission and vision of the Occupational Health Services department.

10. Challenges current working practices; identifies process improvement opportunities and presents recommendations and solutions to management. Engages and commits to the organization's culture of continuous improvement by actively participating, supporting, and promoting CCHC Pillars of Excellence.

Qualifications

:

• Proficiency with various software platforms, including but not limited to Microsoft Office products (Word, Excel, Access, PowerPoint, Project Management), Epic, and PeopleSoft
• Three years of physician office or equivalent experience
• Associate's degree in business or related field preferred
• Familiarity with Workers'' Compensation programs preferred

Schedule Details: 40 Hours Per Week, Mon-Fri, Occasional Weekends & Holidays

Organization

: Cape Cod Healthcare, Inc.

Primary Location

: Massachusetts-Hyannis

Department: HCI-Occupational Health

Annual/Hourly: Unassigned

Hiring Pay Range: $0 - $0