Administrative Assistant

Administrative Assistant

Job Responsibilities

• Operate a multi-line switchboard system to answer, screen, direct, and transfer incoming calls to the appropriate departments or staff members.
• Provide professional customer service by responding to inquiries, taking messages, providing general information, and directing callers to appropriate resources.
• Manage visitor check-ins and maintain accurate visitor and administrative records.
• Handle emergency calls and assist with monitoring alarms, paging systems, and other communication systems as required.
• Receive, sort, distribute, and process incoming and outgoing mail and other correspondence.
• Locate qualified medical specialists near claimants’ locations to complete medical examinations requested by Disability Evaluators.
• Schedule consultative examinations (CEs), coordinate appointment details, and conduct follow-up calls with claimants to confirm appointments and obtain required information.
• Prepare, print, assemble, and mail consultative examination packets and transmit examination paperwork to medical providers by fax when necessary.
• Contact claimants regarding upcoming appointments, missing documentation, pending paperwork, transportation assistance, and other case-related matters.
• Respond to inquiries from claimants, vendors, attorneys, medical providers, hospitals, and other authorized sources regarding claim status and administrative requirements.
• Coordinate transportation assistance, including preparing and mailing bus passes or other transportation-related materials to claimants.
• Contact physicians and medical facilities to obtain follow-up reports, medical records, authorizations, instructions, and other documentation needed for claim processing.
• Communicate with claimant attorneys and authorized representatives to provide basic claim status information and assist with routine inquiries.
• Contact claimants, attorney representatives, medical sources, hospitals, and other external parties as directed by supervisors to support claim adjudicators.
• Maintain accurate case records, correspondence, appointment information, and documentation in applicable databases and tracking systems.
• Monitor daily assignments using established tracking systems to ensure work is properly distributed, completed, and documented within required timeframes.
• Conduct case development activities requiring the review of information, identification of missing or incomplete documentation, and the use of sound judgment to determine appropriate follow-up actions.
• Review and organize case information to support Disability Evaluators and claim adjudicators in the timely processing of claims.
• Maintain confidentiality and safeguard sensitive claimant, medical, and case information in accordance with applicable policies and procedures.
• Perform general administrative duties, including data entry, filing, document preparation, record maintenance, faxing, copying, and other office support activities as assigned.

Education:

• High School diploma