Lead Disability Assistant - Sourcing Requisition

University of Massachusetts Medical School; Westborough (MA); On-site; USD 55,000 - 85,000; Full time

Job summary

University of Massachusetts Medical School is seeking a Lead Disability Assistant to coordinate administrative processing of disability determinations for all in and out-of-state contracts. Under the supervision of the Operations Manager, you will manage workflow, train staff, and serve as the primary interface with clients, agencies, and DES staff.

The role requires privacy expertise, medical terminology knowledge, and strong MS Office skills.

Qualifications

• 2-Year College Degree in business or a related field.
• 5-7 years of relevant office experience.
• Knowledge of medical terminology or willingness to take a course in Medical Terminology.
• Knowledge of HIPAA laws and regulations especially as it refers to the confidentiality of PHI.
• Knowledge of Microsoft Office products, Word, Excel, PowerPoint, and Outlook.
• Demonstrated ability to monitor and generate reports.
• Requires organizational and excellent interpersonal skills, oral and written communication skills necessary to interact with all levels of personnel.

Responsibilities

• Manage unit work flow and allocate Disability Assistants to tasks daily.
• Train Disability Assistants in work functions and duties.
• Monitor customer service phone queues and escalate when needed.
• Monitor unit KPIs and provide reporting.
• Act as unit Disability Liaison for agency inquiries.
• Track priority cases and ensure prompt completion.
• Initial review of disability supplements for accuracy and privacy compliance.
• Decide information sharing and HIPAA-related exchanges with agencies/clients.
• Coordinate with external databases to identify expedient cases.
• Arrange transportation for client consultative exams and feedback on disruptions to the review process.
• Explain complicated state/federal regulations to clients and providers.

Skills

Office coordination

Medical terminology

HIPAA knowledge

MS Office (Word/Excel/PowerPoint/Out

Education

Associates degree or 2-year college

Tools

Microsoft Office

Job description

Overview

POSITION SUMMARY:

Under the general supervision of the Operations Manager, the Lead Disability Assistant is responsible for the coordination of administrative processing of disability determinations for all in and out of state contracts. This position is responsible for making strategic decisions on case assignment and for keeping cases on timeline. The Lead Disability Assistant is responsible for work flow management and training of Disability Assistants as well as performing those front line functions when necessary to maintain unit production standards. This position is the primary hub for all incoming/outgoing correspondence, disability supplements, and is the primary interface with clients, agencies, and DES staff regarding incoming and outgoing medical information, mail, transportation and records. Decisions made in this area directly impact the timeline for the disability review process, the workload of review staff, and the determination of benefits for all in and out of state agency applicants. The Lead Disability Assistant is a primary customer service interface for DES' SPMP with clients and external agencies.

Responsibilities

ESSENTIAL FUNCTIONS:

• Manage unit work flow, assuring the proper numbers of Disability Assistants are assigned to each task on a daily basis.
• Train new and existing Disability Assistants in work functions and job duties.
• Monitor customer service phone queues for adequate coverage and provide call escalation response for front line staff.
• Monitor unit key performance indicators.
• Act as unit Disability Liaison for agency partner inquiries and issues.
• Track priority case requests and ensure prompt completion of work on such cases.
• 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 client’s case, including determination of who DES may exchange information with regarding the client’s 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.
• 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.
• Coordinate transportation of clients to consultative examinations and provide feedback to SPMP on unusual circumstances that would impact the review process.
• Make decisions for rescheduling of clients’ clinical evaluations, based upon agency guidelines and provides input and feedback to SPMP. Explain complex state and federal regulations to clients, agencies and medical providers, answer disability process questions as they arise.
• Perform other duties as required.

Qualifications

REQUIRED QUALIFICATIONS:

• 2-Year College Degree in business or a related field
• 5-7 years of relevant office experience
• Demonstrated knowledge of medical terminology or willingness to take a course in Medical Terminology
• Knowledge of HIPAA laws and regulations especially as it refers to the confidentiality of PHI
• Knowledge of Microsoft Office products, Word, Excel, PowerPoint, and Outlook
• Demonstrated ability to monitor and generate reports
• Requires organizational and excellent interpersonal skills, oral and written communication skills necessary to interact with all levels of personnel.

Additional Information

PREFERRED QUALIFICATIONS:

• Experience in a medical setting
• Knowledge of DEScovery database
• Experience working as a member of an inbound/outbound call center
• Experience training staff on complex tasks
• Ability to create power point demonstrations for the purpose of training staff
• Thorough understanding of DES’s processes and procedures pertaining to all in and out of state contracts
• Ability to create processes and procedures for new programs as need arises.