Administrative Medical Assistant

STGi•Rockville, MD

22d•Onsite

About The Position

STGi is currently seeking an Administrative Medical Assistant to support our Federal Occupational Health (FOH) contract in Rockville, MD. This role acts as direct support to the Federal Occupational Health (FOH) Medical Employability (MEP) Program, which includes Medical Employability and Worker’s Compensation programs. The primary responsibilities involve the timely collection and accurate data entry of documents for MEP case reviews, ensuring compliance with the MEP Manual and FOH policies. The position requires effective communication with internal and external stakeholders, accurate billing hour entry, and the creation of program-specific reports. Maintaining electronic medical records in compliance with HIPAA, FOH policies, and IT security guidelines is crucial. The Administrative Medical Assistant will actively participate in team activities and contribute to the overall efficiency of the MEP program.

Requirements

Proficiency in Microsoft applications, including Word, Excel and Teams.
Ability to use spell and grammar check.
Ability to convert documents between different electronic formats.
Proficiency in all MEP program specific databases, electronic health management systems, and trackers.
Proficiency in customer portals.
Understanding and proficiency in using password protection, encryption, and secure send to send PII and PHI.
Understanding and use of the FOH phone system to include Web-Ex and TEAMS meeting functions.
Completion of all mandatory and requested IT training and management of upgrades.
Adherence to applicable time, attendance, and telework policies.
Professional behaviors in all communications.
Respectful, kind, and courteous interaction with team members and customers.
Ability to respond to customer inquiries and complaints within a 24 hour timeframe.
Ability to keep communications accurate, factual, and courteous.
Availability and punctuality for customer calls or meetings.
Ability to generate assigned recurring reports autonomously and ensure internal consistency of report format and data elements.
Awareness of timelines and ability to adjust accordingly.

Nice To Haves

Experience supporting Federal Occupational Health (FOH) contract.
Experience with Medical Employability (MEP) Program.
Experience with Worker’s Compensation programs.
Experience with The Joint Commission (TJC) accreditation preparation.
Experience with HIPAA compliance.
Experience with IT cyber security guidelines.
Experience with Privacy Act.
Experience with FOH Medical Records policies and procedures.
Experience with FOH phone system.
Experience with Web-Ex and TEAMS meeting functions.

Responsibilities

Collect documents required to open and/or close a MEP case review in accordance with the MEP Manual.
Enter case review information into FOH databases and tracking systems.
Collect and enter billing hours accurately in the appropriate electronic system.
Provide effective communication with internal and external stakeholders regarding the quality of case review information.
Respond to internal and external customer inquiries related to the processing of a case review.
Create program and customer specific reports, as requested by the program manager.
Maintain all electronic medical records and medical information in compliance with HIPPA, FOH Medical Records policies, and IT cyber security guidelines.
Actively participate with all MEP team members and activities.
Participate in preparation for TJC accreditation, as requested.
Ensure case processing timeframes and quality assurance parameters are met.
Assist the Lead AMA with training new AMAs as directed.
Attend all mandatory and requested training by the specified deadline.
Report all irregularities, trends, or special needs to MEP Program Manager for awareness.
Demonstrate understanding of and process case review types according to the MEP Manual.
Review all medical information and submitted case reviews for accuracy and completeness.
Provide accurate data entry with proper spelling, consistent nomenclature, and all required information.
Provide a QA review ensuring that all data entered is complete and accurate when case closure occurs in database.
Provide effective, professional communication verbally and electronically with internal and external stakeholders, including professional signature block on all email communications and respond within a 24-hour time frame.
Field all inquiries and communications appropriately.
Maintain all medical records according to the Privacy Act, HIPAA, FOH policy and procedures, and IT guides.
Interact with and provide clerical and administrative assistance as needed for all medical providers who conduct case reviews.
Provide reports and data as requested.
Have resource documents or trackers available at all times for use.
Assist the Lead AMA and Program Manager in projects as assigned.
Assist with orientation of new staff as directed, and participate in orientation of new, added, or improved processes as directed.
Attend all “Grand Rounds” meetings and program “huddle” meetings.
Review and understand the IAA Customer Agreement and be proficient with the location of MEP IAA tracker and library for reference purposes.
Advise the MEP Program Manager of customer requests for new, added, or canceled services within 2 business days of receipt.
Participate as directed, in customer meetings or calls for MEP services.
Demonstrate proficiency with each database, program portal, and tracking system used by MEP.
Enter all billing hours in the appropriate database or system and record all ticket numbers where appropriate.
Complete billing with less than 5% error rate.
Assist Program Manager with Private Provider Network Tracker and enter billing items within 2 business days when tracker indicates “complete”.
Provide assistance with billing reconciliation by specified deadlines.
Adhere to applicable time, attendance, and telework policies.
Exhibit professional behaviors in all communications. Maintain respectful, kind, and courteous interaction with team members and customers.
Report all changes or disruptions to MEP services to the Program Manager, immediately.
Demonstrate proficiency in Microsoft applications, including but not limited to Word, Excel and Teams.
Demonstrate ability to use spell and grammar check, and ability to convert documents between different electronic formats, as needed.
Demonstrate proficiency in all MEP program specific databases, electronic health management systems, and trackers.
Demonstrate proficiency in customer portals, as necessary.
Understand and show proficiency in using password protection, encryption, and secure send to send Personal Identifiable Information (PII) and Protected Health Information (PHI).
Understand and use the full capability of the FOH phone system to include Web-Ex and TEAMS meeting functions.
Complete all mandatory and requested IT training and manage upgrades.
Inform Lead AMA and Program Manager of IT disruptions or equipment failure or needs.
Have available the IT help desk resource numbers.
Respond to customer inquiries and complaints within a 24 hour timeframe. If the inquiry requires elevation, respond to the customer with this information.
Report all customer or interagency complaints to the MEP Program Manager.
Keep communications accurate, factual, and courteous.
Provide effective, professional written (primarily electronic) and verbal communication with customers and customer POC’s being sure to include professional signature block on all email communications.
Be available and on time for customer calls or meetings.
Generate assigned recurring reports autonomously and ensure internal consistency of report format and data elements.
Provide feedback on trends or changes collected from assigned reports to the Program Manager.
Provide suggestions for process improvements to increase accuracy or optimize production.
Be cognizant of timelines and adjust accordingly.