Administrative Assistant I

Cape Cod Healthcare•Hyannis, MA

12d•Onsite

About The Position

Provides reception and secretarial services in the Occupational Health Service Department. This role involves managing various administrative tasks, including handling communications, scheduling, record-keeping, and supporting departmental operations across multiple campuses. The position also requires assisting with incident reporting, workers' compensation programs, billing, and maintaining equipment and supplies. Continuous learning and process improvement are key aspects of this role.

Requirements

Proficiency with various software platforms, including 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

Provides reception and secretarial services in the Occupational Health Service Department.
Answers the telephone, takes and relays messages, answers questions, and/or refers appropriately.
Types, proofs, edits, and photocopies correspondence, policy/procedures, minutes, and reports.
Collates, routes, and distributes materials.
Creates, compiles, and assists in maintaining various Occupational Health Services databases, including workers' compensation, immunizations, and reports.
Sorts and distributes mail.
Establishes appropriate priorities to carry out daily workload and refers appropriate tasks to nursing staff.
Maintains filing system for all employee OHS records and documents.
Manages Occupational Health employee medical records, including archiving and retrieval.
Processes all medical record requests in a timely manner.
Schedules and arranges all aspects of client visits to Occupational Health.
Explains paperwork to be completed by the client.
Processes and schedules clients for pre-placement physicals and laboratory testing.
Prepares requisitions for diagnostic and therapeutic services.
Maintains accurate and updated employee records.
Notifies Human Resources regarding medical determination of pre-placement physical examination.
Schedules and communicates status of employee and new hire appointments.
Communicates employee status to department leaders and business partners.
Assists with the Incident Reporting System by reviewing and forwarding Employee Incident Reports.
Assists with the Workers' Compensation Program by keeping abreast of lost time cases and sending appropriate WC First Reports.
Administers the Occupational Health Billing System.
Triage calls, communications, tasks, and information to appropriate Occupational Health Services staff.
Maintains Protected Health Information for all employees and obtains necessary releases.
Arranges for maintenance of equipment and space, including record-keeping of charges and supplies.
Maintains inventories of stock, supplies, and equipment.
Prepares requisitions for supplies, equipment, and maintenance/repair services.
Informs appropriate OHS staff of observed hazards and takes immediate action if possible.
Maintains timely and updated HealthStream learning and pursues necessary education and training.
Participates in department staff meetings.
Performs self-assessment and establishes personal goals.
Meets with supervisor to review goals and objectives.
Attends educational in-services.
Seeks out new professional training opportunities and experiences.
Performs other duties as assigned in accordance with safety and other laws, rules, and regulations.
Follows and promotes the mission and vision of the Occupational Health Services department.
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.