Health Office Coordinator (Full Time, Day shift)) - Nicklaus Children's Health System

Job Summary

Performs clerical and administrative support for the timely and efficient operation of Employee Health Services.

***Schedule: This position schedule requires flexiblity to meet department needs, but will primarily be Monday through Friday, starting at 7:00am or 7:30am and work until 3:30pm or 4:00pm ***

Job Specific Duties

• Ensures quality customer service. Responsible for receiving and processing telephone calls and employee requests. Answers questions regarding departmental operations, policies and procedures, or refers to appropriate person. Follows-up as needed. Take messages and refer calls as appropriate.  
• Registers and schedules employees in software system. Ensures efficient front desk operations.  
• Establishes and maintains filing systems for departments' records, including departmental correspondence. Retrieves office mail and responds to department email requests.  
• Gathers data for general information purposes or special reports, contacting other employees, departments, agencies, and individuals for additional documentation as necessary and prepares reports accordingly.  
• Prepares letters, reports, spreadsheets, presentations as assigned by leader of Employee Health Services.  
• Collects and tracks financial and payroll deduction forms and invoices .
• Responsible for data entry, data aggregation and tracking of health requirements to ensure compliance. Runs reports for monitoring purposes. Prepares non compliance notification letter and listings with outreach to employee & department leaders.
• Completes daily visit reconciliation and daily scanning into EMR. 
• Maintains department supplies and office products.
• Performs messenger services including transportation of laboratory products, clinical supplies, and pharmacy items in an effective manner. Transports specimens to lab.  
• Troubleshoots the document imaging system for any user and/or system problems and contacts the Information Technology department as needed. Provides support as needed during any of the processing phases of the document imaging  system to reduce backlogs. 
• Assists in collecting urine drug screening and respiratory fit testing as needed. 

Minimum Job Requirements

• 2-4 years of general secretarial or office assistant experience
• Advanced proficiency with MS office package -Word, Excel (Pivot tables), PowerPoint, and Outlook
• Data entry experience required (gathering, organizing and tracking)

Knowledge, Skills, and Abilities

• Must be detailed and quality oriented when  issuing statistical reports and  performing computer data entry
• Associate's degree or equivalent preferred.
• Medical office experience preferred.
• Proficiency in navigating Electronic Medical Record (EMR) preferred
• Knowledge of medical terminology preferred
• Ability to communicate effectively  in English  both verbally  and  in writing.
• Ability to communicate effectively in English both verbally and in writing.
• Able to maintain confidentiality of sensitive information.
• Possess the ability to represent department/function in a professional, courteous and efficient manner.
• Able to handle multiple assignments, set priorities and meet deadlines.
• Demonstrate abilities in prioritizing, successfully handling multiple concurrent tasks, strong problem solving skills, attention to detail and working in a team environment.
• Ability to work independently and flexibly with minimal supervision.
• Ability to relate cooperatively and  constructively with customers and  co-workers
• Must be able  to maintain confidentiality of sensitive information.