Clinical Forms Specialist

Neuroscience Group•Neenah, WI

10h•$20 - $24

About The Position

Neuroscience Group is seeking a full-time Clinical Forms Specialist to accurately, promptly, and compliantly complete and manage medical documentation supporting patients’ access to employment protections, disability benefits, regulatory determinations, and other medically required certifications. The role centrally translates clinical information into formal documentation consistent with provider assessments and external requirements, while reducing administrative burden on providers and clinical staff. The specialist handles documentation such as FMLA certifications, ADA accommodations, return-to-work forms, Social Security disability, short- and long-term disability applications, workers’ compensation forms, and DMV medical evaluations and driving-status documentation. The position reviews requests and authorizations, gathers relevant information from the electronic medical record, coordinates clinical input and signatures, tracks deadlines, communicates with patients and external parties, and records activity in Epic and the Intranet Forms Tracker. Neuroscience Group provides neurologic care in the Fox Valley and Northeast Wisconsin, with more than 60 providers and nine outlying clinics. Its services include neurosurgery, neurology, orthopedic spine surgery, pain management, and physical therapy. Its stated mission is to improve lives through brain, spine, and pain care, guided by values including compassionate care, teamwork, fiscal responsibility, continuous learning, leadership, and community involvement.

Requirements

Experience and understanding with workers’ compensation forms.
Basic computer knowledge and keyboarding skills.
Ability to multitask and work under deadlines.
Organization and time-management skills.

Nice To Haves

Office365 experience preferred.
Experience in medical chart review or medical data collection preferred.
One year of experience in an outpatient setting preferred.
Prior experience with EPIC preferred.

Responsibilities

Respond to phone calls, emails, faxes, MyChart messages, mailed inquiries, and EPIC messages from staff, insurers, employers, and patients.
Return completed forms as directed, including preparing them for pickup or sending them by mail, fax, email, or MyChart.
Draft provider portions of forms, including diagnoses, symptoms, work status, restrictions, return-to-work dates, and frequency or duration of leave.
Coordinate with patients, physicians, advanced practice providers, and clinical staff to clarify details and confirm documentation accuracy.
Route documents to providers for required signatures and track completion against submission deadlines.
Communicate form requirements, expected turnaround times, and missing information to patients.
Liaise with employers, insurance carriers, third-party administrators, and workers’ compensation case managers to facilitate claim processing.
Ensure documentation complies with federal and state regulations, organizational policy, and payer guidelines.
Protect the confidentiality of protected health information and follow HIPAA privacy and security standards.
Record form activity, correspondence, and status updates in Epic and the Intranet Forms Tracker.
Monitor and prioritize the forms work queue according to urgency, regulatory timelines, and patient needs.
Identify incomplete or conflicting clinical information and escalate it for resolution.
Provide clinical teams and leadership with status updates on volume, turnaround times, and bottlenecks.
Support process improvements to reduce provider administrative burden and improve documentation efficiency.
Maintain knowledge of current FMLA, disability-carrier, and workers’ compensation documentation requirements.
Complete and process documentation for FMLA, ADA accommodations, return to work, Social Security disability, short- and long-term disability, workers’ compensation, and DMV medical evaluations and driving-status documentation.
Review incoming requests for completeness, required timelines, and appropriate authorization, such as HIPAA releases.
Extract relevant clinical information from the EMR and ensure documentation is consistent with provider notes, diagnoses, treatment plans, and functional limitations.

Benefits

Health insurance.
Health Savings Accounts with a generous employer contribution.
Dental insurance.
Vision insurance.
Company-paid long-term disability and life insurance.
Voluntary life and short-term disability insurance.
Voluntary accident and critical illness insurance.
Generous PTO and sick banks.
401(k) with guaranteed employer contribution, profit sharing, and a cash balance pension plan.
Employee Assistance Program.
Timber Rattler tickets.
Holiday party, summer picnic, and annual recognition for years of service.
Annual Employee Appreciation Day.