Executive Administrative Medical Assistant

STGi is currently seeking an Executive Administrative Medical Assistant to support our Federal Occupational Health (FOH) contract.

JOB SUMMARY:

For Federal Occupational Health (FOH) - Acts as a direct support to the Medical Employability Program (MEP) Manager for Medical Employability and Worker's Compensation programs. Collects, tracks, and analyzes data and creates reports for the MEP Program Manager, Clinical Health Services (CHS) and FOH leadership. Assists with special projects involving the MEP operations and financial data. Works cooperatively and assists with training with the Medical Assistant team. Actively participates with all MEP team members and in MEP team activities to complete team assignments efficiently.

ESSENTIAL FUNCTIONS:

Clinical
The Joint Commission (TJC) - Quality and Safety
* Participates in preparation for TJC accreditation, as requested.
* Ensures case processing timeframes and quality assurance parameters are met.
* Completes all required training by specified deadlines.
* Attends all mandatory meetings.
* Maintains all paper and electronic medical records and medical information in a neat, systematic, and orderly fashion to ensure that each medical record is complete, contained, and in compliance with HIPAA, FOH medical records policies, and IT cyber security guidelines.
* Complies with the case review and reporting processes defined in the MEP Procedure Manual.
* Reports all irregularities, trends, or special needs to MEP Program Manager for awareness.

Service Operations
* Pulls, organizes, and manipulates MEP data and provides data in the format directed by the MEP Program Manager by specified deadlines.
* Demonstrates a comprehensive understanding of all assigned data.
* Accurately presents data using graphics to highlight requested information.
* Maintains and updates projects and workflow management tools and reports task completion accurately and without undue disruption by specified deadlines. Identifies trends in data and creates clear and concise reports for the Program Manager.
* Processes case review types according to the MEP Manual, MEP SOPs and adheres FOH policy documents at all times.
* Interacts with and provides clerical and administrative assistance, as needed, to all MEP/OWCP Reviewing Medical Officers (RMOs) and other case review providers (physician assistants, nurse practitioners, etc.).
* Has resource documents or trackers available at all times for use.
* Assists the Program Manager in special projects as assigned.
* Assists with orientation of new staff as directed and participates in orienting existing MEP staff to new, added, or improved processes as directed.
* Responsible for cross training on all MEP administrative team task roles in accordance with the responsibilities as outlined in the MEP AMA SOPs.
* Attends all MEP "Grand Rounds" meetings and program "huddle" meetings.
* Communicates effectively with on site and remote physicians.
* Elevates unresolved issues to the MEP Program Manager for resolution as driven by project timelines.
* Participates with AMA team conflict resolution and assists with task completion, when needed.

Administrative (Business/Management)
Procurement
* Reviews IAA Customer Agreement documents for accurate content.
* Maintains the MEP IAA tracker and Description of Service library for reference purposes.
* Advises the MEP Program Manager of customer requests for new, added, or cancelled services within 2 business days of receipt of the request.
* Participates, as directed, in customer meetings or calls for MEP services.

Cost Recovery
* Demonstrates proficiency with each database, program portal, and tracking system used to provide and monitor MEP services.
* Enters all necessary data in the appropriate database or system and records all ticket numbers where appropriate.
* Reviews Private Provider Network Tracker and enters billing items within 72 hours when tracker indicates "complete".
* Demonstrates proficiency in providing "MEP Invoiced" reports to provide billing reconciliation.
* Completes bulk billing with less than 95% error rate.

Staffing and Reporting Relationships
* Adheres to all applicable time, attendance, and telework policies.
* Exhibits professional and accountable behaviors on site and electronically. Maintains respectful, kind, and courteous interaction with team members and customers.
* Reports all changes or disruptions to the Program Manager.

Technology
* Demonstrates proficiency in Word and advanced (at least intermediate) proficiency in Excel.
* Demonstrates ability to use spell and grammar check, and ability to convert documents between different electronic formats, as needed.
* Demonstrates proficiency in all program specific databases, electronic health management systems, and trackers.
* Demonstrates proficiency in using customer portals as necessary.
* Understands and shows proficiency in password protection, encryption, and secure send.
* Understands and uses the full capability of the FOH phone system and virtual meeting platforms (i.e: WebEx, MSTeams, Cisco Jabber, etc.
* Updates and uses all available IT software and resources appropriately in order to complete tasks in a timely manner.
* Informs MEP Program Manager of IT disruptions or equipment failure or needs.

Strategy
Customer Service
* Addresses all customers in a kind, courteous, and professional manner.
* Provides effective communication with customer Points of Contact (POCs). Properly directs inquiries to appropriate team members.
o Responds to customer inquiries and complaints within a 24 hour timeframe. If the inquiry requires elevation, respond to the customer with this information.
o Reports all customer or interagency complaints to the MEP Program manager.
* All communications must be 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.
* Answers and return all phone calls from customers within 48 business hours of receipt.
* Attends all customer calls and meetings on time.

Metrics
* Organizes data to provide clean, accurate data sets that can be analyzed to respond to specific and detailed information requests and identify trends.
o Provides customer specific reports, or internal reports as assigned by the Program Manager.
o Formats data in clear graphic presentations. Creates bar and pie graphs, pivot tables, as well as defined lists, to compare and contrast separate data sets.
o Validates data collected with the AMA team prior to reporting.
o Manages text and currency data.
o Data entry is accurate with proper spelling, consistent nomenclature, and all required information entered at all times
* Develops and follows FOH and MEP Quality Assurance protocols to ensure that all data entered is complete and accurate.
* Generates assigned recurrent reports autonomously and ensures internal consistency of report format and data elements.
* Provides feedback to the Program Manager on trends or variations in assigned reports.
* Provides suggestions for process improvements to increase job task accuracy or optimize work production.
* Remains cognizant of timelines and adjusts work schedule accordingly to meet deliverable deadlines.

REQUIRED EXPERIENCE AND SKILLS:

* Demonstrated experience managing people and processes.

* Must be organized and possess attention to detail.

* Must have good command of the English language.

* Must possess excellent oral and written communication skills.

* Must demonstrate the ability to work within a professional hierarchy.

* Must have efficient typing and computer skills including demonstrated proficiency with email service, MS Word, advanced (at least intermediate) Excel skills, Adobe, and the ability to create graphics using Word and Excel.

* Must be able to take direction and implement directives.

* Must be able to articulate problems, discrepancies, or needs clearly.

* Must be autonomous and use provided resources to complete assignments.

* Must be an active participant in team activities and interaction.

REQUIRED EDUCATION:

* Associate's degree with 3-5 years' experience in administrative work in a health-related field.

* Preferred: Bachelor's degree in business or health related field, OR Bachelor's degree with a minimum of 3 years' experience performing administrative duties in a health care program.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: N/A

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

STGi is a workforce solutions company providing comprehensive healthcare delivery, Head Start and management consulting services and human capital solutions help our clients. Our services and solutions help our clients sustain and enhance their operations to better accomplish their mission.

STGi offers a competitive benefits package which includes Medical, Dental, Vision, 401k with company match and a generous PTO policy.

STGi is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity/Affirmative Action Employer, making decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.

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