Disability Assistant/Admin

University of Massachusetts Medical School; Shrewsbury (MA); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Paid time off

Medical, dental, and vision coverage

401(a)-retirement plan with optional 403(b) contribution

Job summary

A leading medical institution in Massachusetts seeks a Disability Assistant/Admin to provide direct administrative support for professional medical personnel. The role involves making complex decisions regarding protected healthcare information and providing quality customer service. Candidates should have an Associate's degree and experience in a medical setting, with strong knowledge of HIPAA regulations. This position is a full-time role with a hybrid work model.

Qualifications

• 3-5 years of office experience, preferably in a medical setting.
• Ability to interpret complex HIPAA regulations for clients.
• Strong phone customer service skills.
• Proficient in Word, Access, Excel and Outlook.
• 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.

Responsibilities

• Provide administrative support necessary for the completion of professional medical responsibilities.
• Make complex decisions regarding privacy matters associated with client cases.
• Provide telephonic customer service and support functions.
• Determine if requests for information are legally complete, communicate with agencies about cases that do not meet HIPAA requirements, and consult with SPMP about decisions regarding whether to return cases to 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 to identify cases SPMP could complete quickly.
• Complete initial distribution of new cases to appropriate staff under SPMP direction.
• Receive and process returned mail and follow up with SPMP.
• Coordinate transportation of clients to consultative examinations and provide feedback to SPMP on unusual circumstances affecting review.
• Provide both incoming and outgoing telephonic customer service and support functions.
• Make decisions for rescheduling of clients clinical evaluations, based upon agency guidelines.
• Perform other duties as required.

Skills

Customer service skills

Problem-solving abilities

HIPAA knowledge

Microsoft Office proficiency

Education

Associates degree in business or related field

Tools

Word

Excel

Outlook

Access

Job description

Explore the Possibilities and Advance with Us.

You can view all open jobs by clicking here or use the following search form to find jobs that suit your specific career interests.

Disability Assistant/Admin Job Number: 2025-48548
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
Union Code: Union Position-W28-SHARE
Num. Openings: 1
Post Date: Aug. 1, 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 MA21 databases 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.

#LI-Hybrid

Posting Disclaimer

This job posting outlines the primary responsibilities and qualifications for the role but is not intended to be an exhaustive list. Duties and expectations may evolve in response to the needs of the department and the broader institution.

In alignment with our commitment to pay transparency, the base salary range for this position is listed above (exclusive of benefits and retirement). At UMass Chan Medical School, final base salary offers are determined based on a combination of factors, including your skills, education, and relevant experience. We also consider internal equity to ensure fair and consistent compensation across our teams.

Please note that the range provided reflects the full base salary range for this position. Offers are typically made within the midrange to allow for future growth and development within the role.

In addition to base pay, UMass Chan offers a comprehensive Total Rewards package, which includes paid time off, medical, dental, and vision coverage, and participation in a 401(a)-retirement plan, with the option to contribute to a voluntary 403(b) plan.

UMass Chan welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.