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Form of workJob Summary
Under regular direction and in compliance with standard operating procedures and policies, provides medical and administrative support services to the Health Clinic Administrator (HCA) and Occupational Health Nurse (OHN). Performs administrative and clinical duties as assigned. Performs medical screening to include urinalysis, height, weight, temperature, blood pressure, pulse, respiration, EKG, vision, and audiometric screening under the supervision of the OHN. Administers first aid. Coordinates drug testing and schedules physicals in the absence of Employee Health Center Coordinator (EHCC). Promotes EMPLOYEE HEALTH and wellness initiatives through the preparation of wellness communication materials and implementation of Health Center wellness activities. Assists with New Employee Orientation (NEO) presentations. Provides clerical and back-up support for Family and Medical Leave (FMLA) and accommodations under the American Disabilities Act (ADA) requests. Collects hair drug tests in accordance with the City's Drug and Alcohol Substance Abuse policies. Promotes Employee Assistance Program (EAP) utilization to employees.
Essential Functions
- Perform Medical Screening: Under direction of OHN, assist with pre-placement, annual safety sensitive, and Department of Transportation (DOT) physical assessment and vital signs. Work with OHN to perform medical screening to include urinalysis, height, weight, temperature, blood pressure, pulse, respiration, EKG, vision, and audiometric screening. Assist with minor first aid for work-related injuries, coordinating drug testing, performing vision and audiometric screening, and referring patients to the appropriate medical facility for follow-up treatment as needed. Complete First Report of Injuries (FROI) and provide data to workers' compensation Third Party Administrator. Work under direction of OHN to monitor workers' compensation case management. Assist in drug and alcohol testing. Enter data into Electronic Medical Records (EMR). Prepare patient charts for physicals and doctor.
40%
- Provide Support for Drug and Alcohol Testing: In the absence of the EHCC, coordinate random drug and alcohol testing with representatives from each department. Coordinate pre-placement DOT urine drug screens. Enter and retrieve DOT drug tests for CDL-related employees or applicants on computer portal. Ensure all random testing is completed by end of month. Properly follow the chain of custody and mail all hair drug testing samples to vendor. Obtain DOT and non-DOT drug test results daily for processing and data entry. Document drug testing and results in Occupational Health Manager (OHM) software. Ensure any positive drug test has been verified by the Medical Review Officer (MRO) and the final MRO report has been received.
20%
- Provide Medical Administrative Support: Assist EHCC with performing all administrative duties. In the absence of the EHCC, perform all administrative duties. Greet and ensure high-level customer service to walk-ins requiring Employee Health Center (EHC) services. Receive, screen, and assist callers. Determine customer medical service requests and refer to appropriate staff. Prepare medical charts for physicals. Pull files and refile charts at completion. Provide appropriate medical forms and instructions for employee/applicant to complete. Enter daily encounters into OHM for each walk-in visit. Maintain intricate daily, weekly, and monthly clinic schedules for various medical/wellness services (e.g., physicals, doctor, nurse practitioner, etc.). Send monthly physical notices to each department. Respond to scheduling-related questions/requests regarding post-offer physicals, annual physicals, random hair and DOT drug tests, and audiometric screening; coordinate these tasks as needed with departmental supervisors. Track and enter all EHC invoices and purchase orders into purchasing system for payment. Monitor spending within established budgets. Prepare self-billing statements to vendors for onsite services. Process incoming/outgoing mail; maintain inventory of medical supplies, office supplies, and printer/copier supplies. Coordinate EHC staff meetings and maintain EHC Updates, as needed. Maintain supplies for Automated External Defibrillators (AEDs). Maintain monthly communication with AED liaisons. Maintain active and terminated employee records and files. Stock standard medical forms. Enter lab orders into LabCorp software. Print daily labs from LabCorp for medical charts. Notify OHN immediately of any lab result ALERT. Assist with audiometric calibration and testing. Prepare files for new hires and upcoming physicals. File medical documents. Pull medical charts and file at completion of medical services. Assist City physician/Nurse Practitioner, HCA, and OHN as needed.
15%
- Assists with Processing FMLA/ADA requests: Provide HCA with administrative and back-up support for coordinating FMLA/ADA requests. As assigned, coordinate with appropriate department managers/supervisors and employees with respect to medical leave and accommodations under the ADA determinations and return to work issues. Assist with maintaining FMLA/ADA records, data entry and tracking spreadsheets.
10%
- Provide Support for Employee Wellness Initiatives: Work collaboratively with HCA and OHN to support the planning and implementation of health and wellness programs and activities: Lunch and Learn seminars/workshops on-site and off-site, educational materials, e-mail blast material, and outreach to City departments. Assist with wellness programs. Assist City employees with enrollment process for quarterly Employee Health Fitness Stipend. In the absence of the EHCC, complete quarterly Fitness Stipend participation reports for payroll via an Excel spreadsheet. Promote and encourage employee use of Employee Assistance Program (EAP), Fitness Stipend, and Nurse Practitioner services. Provide employees with wellness resources.
10%
- Assist with Maintaining Medical Records: Assist with maintaining medical filing system ensuring all medical records are properly set up and maintained in accordance with regulatory and records retention requirements. Ensure that Health Insurance Portability and Accountability Act (HIPAA) confidentiality guidelines are upheld concerning employee medical information. Maintain separate recordkeeping of all DOT drug-testing results for City of Greenville and Greenlink. Maintain compliance with City policies, state, federal and local laws, rules, and regulations (i.e., Occupational Safety and Health Administration (OSHA), DOT, Federal Motor Carrier Safety Administration, FTA, Workers' Compensation, FMLA, ADA, Genetic Information Nondiscrimination Act, National Fire Protection Association, Equal Employment Opportunity Commission, and HIPAA). Support OHN with any records related to workers' compensation. Process employee terminated records by prepping and scanning into digital format.
5%
Perform other duties as assigned.
Job Requirements
- High School diploma or equivalent.
- Certified Medical Assistant.
- Minimum of one (1) year of experience in a medical setting.
- Proficiency in Microsoft Office Suite and Electronic Medical Records (EMR).
- Hair drug testing certification within seven (7) days of hire.
- Certification in Adult CPR/AED within four (4) months.
- First Aid Training within four (4) months.
- Hearing Conservation certification within 12 months of employment.
- Completion of in-house bloodborne pathogen training within 10 days of hire and annually.
Preferred Qualifications
- Medical office or hospital experience.
Driver's License Requirements
- Valid South Carolina Class D Driver's License.
Performance Requirements
Knowledge of:
- Basic medical office operations.
- HIPPA regulations.
- Employee wellness strategies.
- Workplace health and safety concepts.
- Electronic Medical Records management.
Ability to:
- Learn and apply relevant DOT, Federal Transit Administration, OSHA, Centers for Disease Control, South Carolina Department of Health and Environmental Control (SC DHEC) regulations pertinent to the provision of occupational health services.
- Conduct post-conditional job offer medical screening.
- Assist with minor first aid.
- Provide wellness educational information to employees.
- Demonstrate a strong detail-orientation and organizational skills.
- Adapt to changes in the work environment; effectively responding to competing demands and frequent interruptions.
- Handle frequent changes, delays, or unexpected events.
- Maintain effective work relationships with coworkers as well as external contacts, including various vendors/suppliers, the public. Internal contacts include all City departments.
- Demonstrate excellent interpersonal skills.
- Communicate clearly and effectively both verbal and written.
- Maintain confidentiality at all times.
- Obtain certification in Hearing Conservation.
- Maintain accurate and complete health records according to HIPPA regulations.
- Demonstrate strong computer skills, proficient in data entry and management.
- Read papers, periodicals, journals, manuals, policies, charts, medication labels, Safety Data Sheets, policies, federal, state and local laws, rules and regulations, letters, invoices, schedules, blood work results and drug test results.
- Perform the four basic arithmetic operations (addition, subtraction, multiplication, division).
- Provide data and statistics related to wellness activities and budget.
- Deal with a system of real numbers; practical application of fractions, percentages, ratios/proportions and measurements.
- Process payment of invoices.
- Write reports, meeting minutes, and emails using proper format, punctuation, spelling, and grammar, using all parts of speech.
- Engage in regular, predictable, full-time work.
- Operate general office equipment to include scanner, printer, copier, telephone, projector, and computer with Microsoft Office Suite.
- Operate and proficiently use medical equipment to include AED, urine calibration equipment, scissors, razors, CPR facemask, scales, audio and calibration equipment, sterilizing, and calibrating other medical equipment.
- Utilize specialized software and systems to include timekeeping system, Adobe, electronic medical records system, purchasing system, applicant tracking system, LabCorp lab order/results system, Federal Motor Carrier Safety Administration (FMCSA) Registry, DOT drug testing portal, SC DHEC vaccination tracking system, and patient/visitor sign-in system.
Working Conditions
Primary Work Location: Office environment.
Protective Equipment Required: CPR facemask, gloves and safety glasses.
Environmental/Health and Safety Factors: Relatively free from unpleasant environmental conditions or hazards.Minimal exposure to chemical hazards. Frequent exposure to communicable diseases.
Physical Demands: Continuously requires lifting, carrying, handling, pushing/pulling, using vision and hearing. Frequently requires standing, sitting, walking, reaching, bending, twisting, crouching, fine dexterity, talking. Occasionally requires climbing and kneeling. Light strength demands include exerting up to 10 pounds constantly, 10-25 pounds frequently, and 20-50 pounds rarely.
Mental Demands: Frequently requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, working closely with others as part of a team, and noisy/distracting environment. Occasionally requires emergency situations and tedious or exacting work.
Americans with Disabilities Act Compliance
The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.
Disclaimer
The above information on this 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.
Employment Type: Full Time
