Administrative Medical Assistant

STGi is currently seeking an Administrative Medical Assistant to support our Federal Occupational Health (FOH) contract in Rockville, MD.

JOB SUMMARY:

Acts as a direct support to the Federal Occupational Health (FOH) Medical Employability (MEP) Program which includes Medical Employability and Worker’s Compensation programs. Responsible for the timely collection of documents required to open and/or close a MEP case review in accordance with the MEP Manual. Responsible for entering case review information into FOH databases and tracking systems. Collects and enters billing hours accurately in appropriate electronic system. Provides effective communication with internal and external stakeholders regarding the quality of case review information. Responds to internal and external customer inquiries related to the processing of a case review. Creates program and customer specific reports, as requested by the program manager. Maintains all electronic medical records and medical information in compliance with HIPPA, FOH Medical Records policies, and IT cyber security guidelines. Actively participates with all MEP team members and activities.

ESSENTIAL FUNCTIONS:

Clinical

The Joint Commission (TJC) – Quality and Safety

• 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.

• Reports all irregularities, trends, or special needs to MEP Program Manager for awareness.

Service Operations

• 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, be sure to include 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.

Administrative (Business/Management)

Procurement

• 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.

Cost Recovery

• 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.

• Completes 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.

Staffing and Reporting Relationships

• 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.

Technology

• 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.

Strategy

Customer Service

• 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.

• Provides 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.

Metrics

• 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.