Abbott Clinical Office Coordinator in Abbott Park, Illinois

At Abbott, we're committed to helping people live their best possible life through the power of health. For more than 125 years, we've brought new products and technologies to the world -- in nutrition, diagnostics, medical devices and branded generic pharmaceuticals -- that create more possibilities for more people at all stages of life. Today, 99,000 of us are working to help people live not just longer, but better, in the more than 150 countries we serve.

Works in Occupational Health Services as is one of a group of 3 employees who are responsible for accurate medical data entry for over 1500 medical visits each month. They maintain the paper records of over 13,000 employees, requesting and preparing them for various medical visits, and returning or retiring them as appropriate. The incumbent must be able to quickly identify the urgency of employee concerns presented as phone calls or face to face visits and advise the staff appropriately. They are the first point of contact for the employees and management and so must be able to explain a variety of medical procedures and documents accurately and tactfully.

Additional Main Responsibilities

GENERAL ADMINISTRATIVE DUTIES.

Performs all daily Opening and Closing procedures correctly and independently.

Answers personal e-mail promptly and professionally.

Prints any documents that are used for daily business (Schedules etc). Schedules meetings and conference calls.

Regularly checks for adequate stock of forms and reorders, copies and stocks additional forms as needed to ensure an adequate supply is on hand at all times.

Is able to create an ACR for bill payment.

Orders Office Supplies.

Tracks all bills sent To Accounts Payable.

Routinely checks fax for International Travel or other forms.

Distributes Faxes and mail to the correct recipient.

Uses Shuttle mail service and inter-office mail correctly and adheres to pickup and delivery schedules.

Trouble shoots all office machines and computer malfunctions to determine the problem as specifically as possible.

Creates Work Order requests for repairs.

Creates CIT Computer repair tickets for staff.

Keeps the employee waiting area of clinic clean and presentable.

Receives and distributes supplies sent from the Loading Dock.

Keeps informational materials and posters displayed in waiting area up to date.

BUSINESS KNOWLEDGE.

Anticipates business needs.

Serves as operational resource for staff.

Can assess nature of employee's question and promptly refer incoming calls to the correct staff member for resolution.

Can review chart and refer to appropriate staff member for action.

Demonstrates understanding of medical surveillance requirements.

Able to accurately review and discuss correct requirements with employee.

Clarifies Medical Surveillance requirements with Safety Staff/Trainers.

Answers email from CHS mailbox promptly and correctly.

Can accurately check completed forms submitted by employees.

Answers routine telephone inquiries regarding Wellness Program Offerings.

Understands International Travel process and can explain this adequately to inquiring employees.

Independently follows up to reschedule appointments for employees that fail to present for appointments.

Searches CDC Website regularly and downloads most up to date version of Vaccine Information Sheet (VIS) for use with vaccinations.

Refers concerns to Manager appropriately.

CUSTOMER SERVICE SKILLS.

Assists other staff members with computer program procedures.

Is aware of confidential nature of information and censors conversations in work area appropriately.

Actively listens to employee’s requests.

Sends Email appointment reminder day prior to Clinic/PA appointment.

Makes AM reminder call to employee on the day of appointment.

Can explain procedures and requirements in a friendly and non- confrontational manner, and appropriately instructs employee how to fill out forms.

Promptly responds to voice mail messages left on clinic phone and Hotline.

Promptly and tactfully informs employees if appt has to be re-scheduled due to conflict.

Searches schedule for best appointment match to employee's request, and is able to successfully negotiate appt date and time with employee.

Promptly sends e-mail to employees who submit forms for physical completions but actually require an appointment.

Tactfully and calmly informs waiting employees if there is going to be a delay before they can be seen.

Tactfully calls an employee's manager if employee scheduled for medical surveillance fails to come in for appointment.

Notifies examiner when employee is ready.

Answers incoming calls within 3 rings.

Screens calls appropriately.

Written phone messages contain all pertinent information.

Uses good telephone service skills when transferring calls or placing calls on hold.

Transfers calls to staff accurately with a minimum of dropped calls.

DATA ENTRY SKILLS.

Must be proficient in Lotus Notes, Excel and Powerpoint applications.

Locates employee in OHM program.

Creates demographics for Contractor not in OHM system.

Checks schedule for available examiner.

Regularly checks drug screen module for newly scheduled drug screens.

Blocks out time for unanticipated staff meetings, phone conf., etc.

Assigns examiner to each appointment.

Enters final appointment into OHM schedule.

Reviews daily and make adjustments to correct overlapping appointments.

Sends E-mail reminders to employees with forms attached.

Creates an Encounter from an existing appointment Receives GMQ by mail or drop off and creates Encounter to record receipt of document.

Create an Encounter for PA Physical Completion without physical exam.

Enter final exam data from all types of encounters promptly, accurately and completely.

Able to locate all forms required for an Encounter.

Scans Documents into OHM and attaches to correct encounter or case.

Prints a new Encounter worksheet for each new Encounter.

Routinely checks his/her own OHM data entry for completeness.

Enters drug screen results promptly into Hire Systems and notifies Talent Acquisition scheduler of negative results.

Maintains up to date Provider List in OHM.

Understands how to correctly align due dates for multiple medical surveillances.

Downloads and prints GMQ submitted electronically from G drive.

Can locate the employee chart location in OHM.

Independently follows up on data entry Clean Up Reports from OHM.

Accurately enters data on chart storage location in OHM when an employee’s chart is sent to Records Retention for Terminal storage Routinely prints the employee update form and updates PHI information in appropriate screen when encounter is complete.

Correctly merges backlog of all duplicate entries of employees in OHM Answers email from CHS mailbox in a timely fashion.

Runs New Hire report from OHM.

Prepares Power Point Presentations for Lobby TV as needed.

Serves as Abbott CAS On Line Administrator for Comprehensive Health Services computer system of record.

RECORDS MANAGEMENT SKILLS.

Responsible for maintaining medical information for 13,000 employees in Lake County IL.

Ensures that all files kept under lock and key at the end of each workday.

Locates and pulls correct chart from files.

Requests charts not in files from other clinics in adequate time to prepare for the employee's appointment.

Makes sure all employee submitted forms filled in and present on chart for appointment.

Completely and accurately fills out all administrative portions of non computer generated paperwork required for physical completion.

Puts labs on charts for visit with PA Is able to track groups of charts for use in specified dates throughout clinic appointment preparation process without losing charts.

Properly files all drug screens for non hires.

Files all loose paper in appropriate charts using correct chart file format Promptly re-files charts after clinic activities complete . Promptly returns charts to proper satellite clinics after clinic activities are completed.

Assembles new hire charts if no previous visits Identifies and promptly repairs charts that are in poor condition before re-filing them.

Promptly begins process of locating chart after receiving a subpoena or employee request for records.

Copies documents as directed by Manager in response to requests for Release of Medical Information Locates and updates all charts of employees with name changes.

Creates entry in HIPAA Log for any information released to external sources.

Promptly locates chart and prepares to send it to other clinic if requested.

Requests chart boxes from Records Retention.

Pulls all charts that must be moved due to for Job location changes and forwards to new clinic.

Pulls all charts of terminated employees and prepares them to be sent to Corp Records Retention.

Performs tri-annual inventory all charts against Master List of Active Employees.

Accurately/diligently searches for Terminated files in Records Retention boxes.

QUALIFICATIONS

HS diploma This position requires competence in MS office suite (Word, Excel, PowerPoint) and Outlook scheduling software. Good organizational skills and ability to handle and prioritize multiple demands are key, as well as accuracy and attention to detail. A background in a medical office, including scheduling of medical appointments for a staff of 12, and the ability to work with ICD9 and CPT4 codes is highly desirable.

An Equal Opportunity Employer

Abbot welcomes and encourages diversity in our workforce.

We provide reasonable accommodation to qualified individuals with disabilities.

To request accommodation, please call 224-667-4913 or email corpjat@abbott.com