Disability Assistant/Admin

University of Massachusetts Medical School; Shrewsbury; On-site; GBP 35,000 - 45,000; Full time

Job summary

The University of Massachusetts Medical School is seeking a Disability Assistant to provide essential administrative support to clinical professionals. This position involves reviewing disability cases, ensuring HIPAA compliance, and delivering exceptional customer service. Ideal candidates will possess an associate degree and considerable office experience within a medical context, alongside strong problem-solving and confidentiality skills.

Qualifications

• 3-5 years of office experience, preferably in a medical setting.
• Ability to interpret complex HIPAA regulations.
• Proficient in Microsoft Office suite.

Responsibilities

• Initial review of disability supplements for accuracy.
• Making complex decisions regarding client privacy matters.
• Telephone contact for timely clinical information retrieval.

Skills

HIPAA knowledge

Customer service

Problem solving

Confidentiality

Education

Associates degree in business or related field

Tools

Microsoft Word

Microsoft Access

Microsoft Excel

Microsoft Outlook

Job description

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Disability Assistant/Admin Job Number: 2025-47887
Category: Administrative Support
Location: Shrewsbury, MA
Shift: Day
Exempt/Non-Exempt: Non Exempt
Business Unit: ForHealth Consulting
Department: ForHealth Consulting - Disability Services - W401800
Job Type: Full-Time
Salary Grade: 15
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: June 6, 2025

POSITION SUMMARY:

Under the general supervision of the Clinical Manager or designee, this position provides direct administrative support and services necessary for the completion of professional medical responsibilities and functions for DES skilled professional medical personnel (SPMP), i.e. DES Physician and Psychologist Advisors, Disability and Appeals Reviewers, Program Managers and the Clinical Manager. The Disability Assistant makes complex decisions regarding protected healthcare information, based on the Federal Health Information Portability and Accountability Act of 1996 (HIPAA). This position is responsible for exercising judgment on all administrative and clerical aspects of the case in conjunction with and at the direction of DES SPMP. The Disability Assistant is a primary customer service interface for DES SPMP with clients and external agencies.

MAJOR RESPONSIBILITIES:

• Initial review of all disability supplements for accuracy, completeness, and alerting SPMP of priority cases and of important clinical information contained in cases.
• Make complex decisions regarding privacy matters associated with the clients case, including determination of who DES may exchange information with regarding the clients case, what information may be mailed, and what is required, by HIPAA, to allow conversations to take place. These decisions are conveyed to SPMP through detailed case notes and individual consultation.
• Follow HIPAA regulations for protected healthcare information, requests clinical information from all treating sources listed on case initiation documents.
• Determine if requests for information are legally complete, communicate with agencies about cases that do not meet HIPAA requirements for protected healthcare information and consult with SPMP about decisions regarding whether to return to cases to the agencies or clients for further development.
• Telephone contact with clinical treating sources to assure timely receipt of clinical information at the request and direction of SPMP.
• Review information in external databases such as the Massachusetts Medicaid Information System and MassHealth MA21databases in order to identify cases that SPMP could complete quickly.
• Complete initial distribution of new cases to appropriate staff under the direction of and using criteria developed by SPMP.
• Receive and process returned mail, judge its impact on the case, and work closely with SPMP on follow up action.
• Coordinate transportation of clients to consultative examinations and provide feedback to SPMP on unusual circumstances that would impact the review process.
• Provide both incoming and outgoing telephonic customer service and support functions.
• Make decisions for rescheduling of clients clinical evaluations, based upon agency guidelines and provides input and feedback to SPMP.
• Perform other duties as required.

REQUIRED QUALIFICATIONS:

• Associates degree in business or a related field, or equivalent
• 3-5 years of office experience, preferably in a medical setting
• Knowledge of HIPAA laws and regulations
• Proficient in Word, Access, Excel and Outlook
• The ability to interpret complex HIPAA regulations for clients, and agencies
• Strong phone customer service and problem solving abilities in order to educate clients and other external customers about the disability review process
• Ability to handle confidential information with discretion.

UMass Chan Medical School was among 23 companies that stood out as 2023 “DEI champions,” according toThe Boston Globe.

Named a U.S. News & World Report
“2023 BEST MEDICAL GRAD SCHOOL”
for Primary Care and Research