Position Summary:

The Administrative Assistant will provide on-site support (Berkeley) for the organizations occupational health clinic. Experience working in a healthcare setting and a medical assistant background preferred.

Job Duties/ Responsibilities:

• Provide administrative support for the clinic's Medical Director and Clinical Manager with various tasks, including calendaring, updating various protocols in google drive, email/phone requests, tracking orders for medications and clinical tools, tracking and resolving requests to and from the business analysts, patient registration.
• Provide administrative support with processing Workers' Compensation forms/paperwork, as well as communication with the WC insurance company.
• Provide administrative support with processing forms on the clinical side, related to absence management for both personal and occupational cases.
• Help with updating and organizing SOP docs.
• Assist with preparing various reports related to COVID -19 and contact tracing.
• Provider support with contact tracing, and other administrative tasks related to COVID 19.
• Support the COVID nurse and other nurses with special projects, as directed by the clinical manager.
• Data entry/validate/scan medical documents pertaining to COVID-19 and other clinical documents into the Occupational Health Record (OHR).
• Admin help with addressing various employee requests received in OHR.
• 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 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.
• 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/rescheduling appointments, including referrals.
• Assist in maintaining smooth clinic operations and optimal flow.
• Other duties as assigned by the management.

Skills Required:

• Experience with spreadsheets.
• Accurate data entry and the ability to learn new databases.
• Computer based skills such as Google Suite (Gmail, G-Cal, Google Drive, Docs, Sheets, Slides, Google Workspace).
• Strong balance of administrative skills and interpersonal abilities.
• Familiarity with medical setting and medical terminology.
• Office admin and organizational skills.
• Calendar management.
• Ability to multitask.

Preferred:

• Post-secondary certificate or associate degree in medical assisting, office administration or similar field.

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