Occupational Health Front Office Assistant, Full Time, Day Shift

The following information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained. Job functions may change based on organizational needs.

General Position Summary:

Registers Patients for procedures generally within the hospital and specifically in Occupational Health. Runs the day to day office operations of the Occupational Health Department, including monitoring office, answering phone calls and office management duties. The Office Assistant greets visitors, assists with appointments, answers and correctly routes calls, responds to internal and external inquiries and distributes accurate information. May perform activities such as booking meeting rooms, receiving and sending mail and packages. Performs the day-to-day technical, clerical and supportive functions required to ensure effective operation of the Occupational Health department. The Office Assistant is responsible for scheduling internal and external clients and assuring all paperwork is completed. Provides support and assistance to the Director and ensures effective use of time and productive interactions with staff and outside clients. Handles a wide range of administrative tasks involving the clerical, administrative, function, and research roles. Responsible for schedule management, communication liaison, and information preparation. Handles confidential information and communications. Responsible for submission of Worker’s Compensation claims. Ensures prompt and accurate billing and follow up to expedite payments from all payers. Analyze and prepare financial reports, ensures that collections are posted and balanced daily and review and respond Worker’s Compensation inquiries and audits.

Essential Functions / Major Responsibilities:

· Obtains stats for productivity report

· Manages petty cash

· Codes information for billing

· Collects patient portions of fees

· Schedules/reschedules internal and external client appointments

· Coordinates Services with other departments

· Maintains office supplies

· Registers clients for Occupational Health Services

· Answers calls, questions and emails from internal and external clients

· Sorts and distributes mail and faxes to the appropriate person as a daily routine.

· Works closely with and performs administrative support, coordination of workflow, routine clerical and receptionist duties for the Director of Occupational Health.

· Arranges meetings as necessary

· Runs and distributes reports as needed

· Special projects and research as assigned by the Director

· Review worker’s compensation claims daily for accuracy, completeness and obtains any missing information.

· Prepare Worker’s Compensation claims for submission using the Systoc system

· Prepares invoices for internal and external clients.

· Print and complies appropriate documentation required by Worker’s Compensation carriers.

· Analyze client accounts. Follow up on unpaid invoices and claims.

· Monitor and manage accounts for payment.

· Calls clients and Worker’s Compensation carriers for any discrepancies in payments if necessary.

· Communicate with clients and Worker’s Compensation carriers to resolve any billing issues.

· Create and analyzes Financial and AR reports.

· Documents all account activity into Systoc and scan documents as needed.

· Knowledge of Worker’s Compensation guidelines.

· Displays proper etiquette and mannerisms that reflect the Shine behavior standards

· Promotes the Patient Safety Standards as a core value of the organization

Secondary Functions:

· Participates in departmental and hospital wide informational meetings and in-services, including staff meetings, hospital wide forums, and seminars

· Reviews department and hospital wide policies and procedures annually.

· All other duties as assigned.

Additional Responsibilities:

· Assist in annual flu vaccination program

· Assist in COVID vaccination PODs

· Work load increases with other special events and during any extended time off by other employees.

Job Scope:

This job involves:

· Routine work situations

· A moderate level of complexity

· Typical operation from established and well-known procedures

· Performance under moderate supervision.

Supervisory Responsibility:

· None

Interpersonal Contacts:

Contacts:

· Are normally made with both internal and external clients.

· Are made within department as well as other departments or locations

· Frequently contain confidential/sensitive information necessitating discretion at all times

· Are made via telephone, email, and face-to-face interaction.

· Are usually with patients, staff and clients with some physician contact.

Specific Job Skills & Mental Activities:

This position requires operational knowledge of all equipment in the Occupational Health and Registrar areas, including fax, printer, copy machine, phone systems, scanners, and all computer programs required to retrieve and input information. This employee must be service oriented and have excellent customer service skills, computer skills, organizational skills, multitasking skills, professional interpersonal skills, time management skills, the ability to prioritize work, and telephone etiquette. Works independently within established procedures associated with specific job function. Must have strong problem solving skills to research and resolve discrepancies and collections. This employee must be familiar with and abide by all HIPAA rules and regulations. This employee must be able to function in a high stress area with multiple priorities and multiple sources of request, with a fast pace in decision making. This employee must also maintain a professional demeanor in traumatic situations. Must be able to read, write, speak and understand English.

Education and/or Experience

· High school diploma or equivalent (required)

· Basic computer skills (required)

· Two years related experience (preferred)

· Medical terminology (Preferred)

Physical Demands & Job Conditions:

Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time. Worker is exposed to extensive computer work.

Physical motions include finger dexterity, standing, walking, talking, reaching, feeling, sitting, bending, grasping, listening/hearing, lifting up to 5 pounds, and repetitive motions of the hands, wrists, and feet.

Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues, and are not a condition of employment.