Administrative Associate

FT (40 hours/week) – Remote Work Environment Salaried Non-Exempt: $55,000 annually

Supports HQSI’s Medical Review Services department by performing administrative and other functions related to case intake, conversion, assignment, review and completion. Assists with various aspects of documentation and case management, as well as internal and external customer service. Position will be performed remotely from home with on-site office setting or other locations, as needed. Currently the work environment is remote, but there may be the need in the future, dependent upon work requirements and opportunities, to return to a full-time on‑site, in the office, setting.

• Scan and log incoming paper charts; extract, transfer, and log incoming electronic supplied charts
• Intake and conversion of submitted cases within the document management system, which includes assessment of required documentation, case type and creation of the appropriate documentation to ensure the case is ready for a review assignment
• Assignment of cases to Non‑Physician Reviewers (NPRs, typically nurses and coders), Physician Reviewers (PRs) and allied healthcare professionals
• Monitoring timeliness of task due dates
• Completion of draft final determinations letters
• Track timely receipt and accurate completion of Conflict of Interest statements from Physician Reviewers (PRs) and allied healthcare professionals
• Run and evaluate reports as needed for day to day workflow management (e.g. timeliness of tasks, resource availability, case volumes, etc.)
• Proofread / format final determinations and send to Director‑MRS for final review and approval
• Monitoring of multiple contract mailboxes
• Assist with credentialing activities as assigned or requested
• Assist with physician recruitment outreach as needed

• Ability to work productively and communicate effectively in both an onsite office and remote home office setting
• Standard office skills and abilities as relate to use of telephone, copier, fax machine, etc. and interoffice and out of office communications
• Microsoft Office, Windows, Internet, E‑mail, Database Project & Document Management Software
• Medical terminology
• HIPAA/HITECH Compliance and Confidentiality

• Internal and external customer service issues (telephone, email, etc.)
• Set‑up and maintenance of files (hard copy and electronic)
• Microsoft Office applications and the ability to utilize Word, Excel, Adobe and Outlook as daily office tools
• Utilizing project and documentation management systems and databases to track deliverables and status of cases
• Generating clear, accurate, and timely correspondence and summary reports
• 2-5 years of experience in a healthcare office setting (e.g. health insurance, physician’s office, hospital or outpatient setting)

• Calendar and email management
• Organizational skills
• Basic writing skills
• Effective written and verbal communication both internally and externally
• Ability to interact with internal staff and external contacts in a positive manner
• Ability to perform multiple tasks and meet established deadlines
• Diplomacy and tact

• Minimum HS Diploma/GED, some college or vocational training preferred

• The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
• Primary functions require sufficient physical ability and mobility to work in an office setting;
• to sit for prolonged periods of time; to occasionally stand, stoop, bend, kneel, crouch, reach, and twist; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations, as needed, using various modes of private or commercial transportation; and to verbally communicate to exchange information.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or…