Administrative Assistant IV

100% onsite at ABA- South San Francisco, CA

Under the supervision of the Occupational Health Nurse, this position will be accountable for furthering the strategic employee health support with medical surveillance and EHS programs at the West Coast sites.

Description Details

Works with OHS and EHS to arrange and coordinate the medical surveillance program including scheduling initial examinations, needed follow-up and periodic examinations through a designated 3rd party occupational health clinic.

Responsible for initiating communication, securing and maintaining all medical documentation obtained from designated 3rd party occupational health clinic and other employee-provided medical documents.

Review examination results and records for completeness.

Review incoming invoices to match services requested and received from the 3rd party occupational health clinic. Verify services rendered by 3rd party occupational health clinic and track cost of services.

Assist with scheduling appointments such as ergonomic evaluations, respirator fit testing and meetings.

Environmental, Health & Safety (EHS) laboratory inspection and identification of non-compliance based on inspection checklist.

Conduct COVID-19 location and contact tracing process and document findings. Coordinate applicable COVID communication with site Communications Team.

Ensure PPE supplies and forms are current and adequately meet the company protocol.

Screen incoming shared email box for OHS and EHS requests such as new injury reporting, medical surveillance, COVID-19 questions, ergonomic supplies and EHS supplies.

Route the requests to the appropriate OHS or EHS staff.

Data entry of supporting documents into electronic system for work-related injury / illness and workers cases, medical surveillance records and training.

Medical records archiving. Assemble hardcopy medical documents in chronological order in a paper chart. Able to chronologically order and alphabetize paperwork and save into soft copy format.

Assure confidentiality of personal health information, HIPAA compliance and comply with Company s Code of Conduct and Business Ethics as well as all legal and regulatory requirements.

Qualifications :

At least 3 years working with GXP environment or Research & Development environment is preferred.

At least 3 years working independently in an occupational health clinic is preferred.

Working knowledge of Cal / OSHA regulations, specifically COVID-19 Prevention Non Emergency Regulation is preferred.

Knowledge of medical terminology.

Ability to manage priorities and adjust the flow of work to meet the team needs

Ability to work cross-functionally with other members of Company

Ability to manage projects at a high level

Excellent organizational skills

Excellent communication skills

Strong computer skills, Client office suite

Experience with electronic medical systems and training compliance systems

Maintain all medical information per legal, HIPAA and ethical requirement

Years of experience / education and / or certifications required : Minimum of 2 years of experience in a clinical environment.

What are the top 3-5 skills requirements should this person have?

1. Have customer service skills to communicate to workers and third-party medical providers for medical records and additional pertinent patient information.

2. Client Office proficiency, particularly Excel, Outlook, and PowerPoint. Data entry into an Electronic Medical Records database.

3. Strong attention to detail and organization skills.

4. Prepare and maintain softcopy and hardcopy medical records / medical charts for review. Able to save electronic medical records to the correct file.