Administrative Assistant I

Cape Cod Healthcare•Hyannis, MA

1d•Onsite

About The Position

Provides reception and secretarial services in the Occupational Health Service Department. This role involves managing employee medical records, scheduling client visits, assisting with incident reporting and workers' compensation programs, administering the billing system, and maintaining equipment and space. The position requires effective communication, adherence to policies and procedures, and a commitment to continuous improvement. Support services are provided at both Hyannis and Falmouth campuses.

Requirements

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.

Nice To Haves

Associate’s degree in business or related field preferred.
Familiarity with Workers' Compensation programs preferred.

Responsibilities

Answer the telephone, take and relay messages, answer questions, and/or refer appropriately.
Type, proof, edit, and photocopy correspondence, policy/procedures, minutes, and reports in various formats.
Collate, route, and distribute materials.
Create, compile, and assist in the maintenance of various Occupational Health Services databases, including workers' compensation, immunizations, and monthly/quarterly reports.
Sort and distribute mail.
Establish appropriate priorities to carry out daily workload and refer appropriate tasks to nursing staff.
Maintain filing system for all employee OHS records and documents.
Manage Occupational Health employee medical records, including archiving of terminated employees and retrieval of legacy records.
Process all medical record requests in a timely manner.
Schedule and arrange all aspects of client visits to Occupational Health.
Explain paperwork to be completed by the client.
Process and schedule clients for pre-placement physicals and laboratory testing.
Prepare requisitions for diagnostic and therapeutic services for clients per policy and procedure.
Maintain accurate and updated employee records, including reports of tests, procedures, and other similar materials.
Notify Human Resources regarding medical determination of pre-placement physical examination.
Schedule and communicate the status of employee and new hire appointments.
Communicate employee status to department leaders and business partners regarding the disposition of employees per OHS clinician’s directions, following illness/illness OHS visits and RTW evaluations.
Review all Employee Incident Reports and forward them to the Case Manager for review.
Keep abreast of lost time cases and send the appropriate WC First Report to the third-party administrator.
Work effectively with other departments to resolve issues and improve services.
Administer the Occupational Health Billing System.
Triage calls, communications, tasks, and information to appropriate Occupational Health Services staff.
Maintain Protected Health Information for all employees and obtain necessary releases.
Work effectively, exhibiting professionalism and collegiality with other departments, promoting collaboration to resolve issues and improve services.
Keep accurate records of charges, supplies, and similar activities to be charged to individual departments.
Maintain inventories of stock, supplies, and equipment.
Prepare requisitions for supplies and equipment, maintenance, and repair services.
Promptly inform appropriate OHS staff of observed hazards in the workplace and take immediate action if possible.
Maintain timely and updated HealthStream learning and pursue necessary education and training to ensure policy compliance and delivery of optimal services.
Participate in department staff meetings.
Perform self-assessment and establish personal goals.
Meet with supervisor on a regular basis to review goals and objectives related to skills and competencies.
Attend educational in-services.
Seek out new professional training opportunities and experiences.
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.
Follow and promote the mission and vision of the Occupational Health Services department.
Challenge current working practices; identify process improvement opportunities and present recommendations and solutions to management.
Engage and commit to the organization’s culture of continuous improvement by actively participating, supporting, and promoting CCHC Pillars of Excellence.