Disability Assistant

University of Massachusetts Medical School•Westborough, MA

10h

About The Position

Under the general supervision of the Clinical Manager or designee, the Disability Assistant provides direct administrative support and services that enable DES skilled professional medical personnel (SPMP)—including Physician and Psychologist Advisors, Disability and Appeals Reviewers, Program Managers, and the Clinical Manager—to complete their professional medical responsibilities. The role exercises judgment on administrative and clerical aspects of cases in coordination with and at the direction of DES SPMP, and serves as a primary customer-service interface for SPMP with clients and external agencies. The position makes complex decisions concerning protected health information under the Health Insurance Portability and Accountability Act of 1996 (HIPAA), including what information may be exchanged or mailed and what authorization is required for conversations. Decisions are documented in detailed case notes and discussed with SPMP as needed.

Requirements

Associate’s degree in business or a related field, or equivalent experience.
Three to five years of office experience; medical-setting experience is preferred.
Knowledge of HIPAA laws and regulations.
Proficiency in Word, Access, Excel, and Outlook.
Ability to interpret complex HIPAA regulations for clients and agencies.
Strong telephone customer-service and problem-solving abilities, including the ability to educate clients and external customers about the disability review process.
Ability to handle confidential information with discretion.

Nice To Haves

Office experience in a medical setting.

Responsibilities

Review disability supplements for accuracy and completeness, and alert SPMP to priority cases and important clinical information.
Make decisions about privacy matters related to clients’ cases, including permitted information exchanges, mailings, and HIPAA requirements for conversations; communicate decisions through case notes and consultation with SPMP.
Follow HIPAA regulations and request clinical information from treating sources listed on case initiation documents.
Determine whether information requests are legally complete, communicate with agencies about requests that do not meet HIPAA requirements, and consult SPMP about returning cases to agencies or clients for further development.
Contact clinical treating sources by telephone to help ensure timely receipt of clinical information, at the request and direction of SPMP.
Review external databases, including the Massachusetts Medicaid Information System and MassHealth MA21, to identify cases SPMP may be able to complete quickly.
Initially distribute new cases to appropriate staff under SPMP direction and using criteria developed by SPMP.
Receive and process returned mail, assess its impact on the case, and coordinate follow-up action with SPMP.
Coordinate client transportation to consultative examinations and provide SPMP feedback about unusual circumstances that may affect the review process.
Provide incoming and outgoing telephone customer service and support.
Make decisions about rescheduling clients’ clinical evaluations based on agency guidelines, and provide input and feedback to SPMP.
Perform other duties as required.