Administrative Assistant

VIVA USA Inc; Phoenix (AZ); Hybrid; USD 36,000 - 48,000; Full time

Job summary

VIVA USA Inc. in Phoenix, AZ is seeking an Administrative Assistant with duties including switchboard operations, scheduling CE exams, and handling claimant communications.

The role involves coordinating with doctors, claimants, and attorney representatives, with potential to move to a hybrid work arrangement after training. Responsibilities include managing inquiries, disseminating daily tasks via tracking systems, and performing general administrative duties to support disability evaluation

Qualifications

• Experience with switchboard and receptionist duties.
• Ability to schedule CE appointments and coordinate with medical professionals.
• Strong communication skills for claimants and vendors.
• Proficiency with tracking systems to manage daily assignments.
• Attention to detail and ability to handle confidential information.

Responsibilities

• Answer, direct, and transfer incoming calls; manage visitor check-ins and maintain records.
• Handle emergency calls, monitor alarms, and operate paging systems as needed.
• Schedule consultative examinations (CE) and follow-up calls to claimants.
• Prepare CE packets and fax documents to doctors.
• Respond to inquiries from claimants, vendors, and attorneys regarding claim status and transportation needs.
• Contact claimants, attorneys, medical sources to obtain updates and approvals.
• Ensure daily assignments are disseminated and tracked.
• Conduct case development activities requiring analysis and judgment.

Skills

Switchboard operation

Customer service

Scheduling

Documentation

Communication

Job description

This position has potential of going hybrid after training.

Administrative Assistant job duties

• Switchboard duties involve operating communication systems to answer, direct, and transfer incoming calls to the correct departments or individuals, managing visitor check-ins, and performing general administrative tasks such as taking messages, providing information, and maintaining records.
• Operators also handle emergency calls, monitor alarms, and may perform other duties like managing paging systems, sorting mail, and providing basic customer service. The specific duties of a switchboard operator can vary depending on the organization and often blend with receptionist functions.
• Responsibilities include locating specialized doctors near the claimant's location to complete exams requested by the Disability Evaluator. Scheduling consultative examinations (CE) including follow-up phone calls to claimants. Print CE, assemble the packet to be mailed out to claimant, send CE paperwork through fax if necessary to doctors.
• Responds to inquiries from claimants, vendors, and other sources regarding status of claim or for transportation assistance such as mailing out bus passes to claimants. Contacts claimants to advise of appointments and paperwork that is still pending, contacts doctors for follow reports or specific instructions, hospitals for authorizations and reports and other sources such as claimant's attorneys to answer basic status questions.
• Contacts claimants, attorney representatives, medical sources and other sources as directed by the supervisor to assist claim adjudicators.
• Ensures daily assignments are disseminated and completed using a tracking system.
• Conduct case development activities which require analysis and judgment

Notes:

This position has potential of going hybrid after training.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status