Admin Assistant

Duration: 1 year + possible extension

Responsibilities:

• Complete discrete tasks to assist in the Joint commission Accreditation process, and similar processes.
• Coordinate and complete discrete tasks as it related to full review of the Hearing conservation program, to include, but not limited to calendaring meetings with the Lab Noise SME, Health Services and Contracted audiologist. Create/update procedure for audiogram use, calibration and troubleshooting and maintenance
• Explore, choose and create tracking of maintenance of all biomedical machines. Evaluate current systems and potential future systems that will enable automating and recording routine maintenance, calibration, electrical safety evaluation and repair of all medical equipment in Health Services
• Complete discrete testing as delegated by HS manager and directed by BA systems analysts. Create desk manual for OHR processes to be used by HS staff during onboarding or ongoing use of the OHR
• Provide administrative support for the clinic’s Medical Director and Health Services manager with various tasks, projects, programs , including, but not limited to : calendaring, updating various protocols in the Google drive and PowerDMS, email/phone requests, tracking orders for medications, safety glasses and other inventory and clinical tools, tracking and resolving requests to and from the business analysts, patient registration.
• Under the supervision of clinic management, they reach out to different departments and divisions at LBL to communicate and troubleshoot issues.
• Provide administrative support and assist with automation of the processing Workers’ Compensation forms/paperwork, as well as communication with the WC insurance company. Document processes, update SOPs.
• Provide administrative support with processing forms on the clinical side, related to absence management for both personal and occupational cases.
• Support with creating and updating of SOPs and other documents at Health Services.
• Provider support with contact tracing, and other administrative tasks related to COVID 19.
• Be proficient with using google suite (or similar products).This includes, but is not limited to data entry/validation/scanning clinical documents into the Occupational Health Record (OHR) and CHESS.
• Admin help with addressing various employee requests received in OHR (our EMR).
• Provide backup administrative support for front desk patient care functions such as scheduling appointments, registering patients, answering and directing phone calls and routing messages as appropriate pertaining to COVID-19 and other topics.
• Assist Health Services staff with COVID-19-related strategic communications as it pertains to wellness and implementation of the OHR by helping coordinate messages, schedule presentations for training and update electronic sources of information.
• Protect the confidentiality of personal health information as required by law and laboratory policy, procedures and practice.
• Help with inventory/supply ordering. Keep inventory of supplies and restock as needed, including health education materials; advise the management team of expiring supplies and need for re-order. Unpack and shelve supplies.
• Field and route telephone calls, taking clear and accurate messages.
• Help with scheduling/reschedule appointments, including referrals.
• Assist in maintaining smooth clinic operations and optimal flow.
• Other duties as assigned by the management.
• Act as a medical assistant if asked by SOMD and or Health Services Manager.

Requirements:

• Trained, certified, and experience as a medical assistant
• Experience with creating, entering data and maintaining spreadsheets.
• Accurate data entry, ability to learn new databases.
• Computer based skills such as Google Suite (Gmail, G-Cal, Google Drive, Docs, Sheets, Slides).
• Strong balance of administrative skills and interpersonal abilities.
• Familiarity with medical setting and medical terminology.
• Post-secondary certificate or associate’s degree in medical assisting, office administration or similar field.