Medical Program Administrative Assistant

State of Wisconsin; Madison (WI); On-site; USD 29,000 - 39,000; Full time

Benefits offered by this job

3.5 weeks of vacation

9 paid holidays

Excellent health benefits

Pension plan with employer match

Public Service Loan Forgiveness

Job summary

State of Wisconsin at Central Wisconsin Center in Madison is seeking a full-time Medical Program Administrative Assistant to provide client support services, arrange medical transportation, and manage appointments with local clinics. The role ensures proper coordination of admissions and discharges for residents and supervises staff escorts to appointments.

The position requires attention to confidential information handling, familiarity with scheduling in a medical setting, and compliance with

Qualifications

• Experience using Microsoft Office programs for data entry, scheduling, email, and document creation.
• Experience coordinating and scheduling appointments, services, or transportation in a professional environment.
• Experience providing customer service and explaining policies or procedures.

Responsibilities

• Arrange medical transportation and schedule outpatient clinic appointments for residents.
• Manage general hospital admissions and discharges for CWC residents.
• Coordinate sharing of confidential resident information between CWC and clinics.
• Assign CWC staff to escort residents to their appointments.

Skills

MS Office

Customer service

Scheduling appointments

Tools

Electronic Health Record (EHR) system

Job description

Introduction
The Department of Health Services (DHS), Central Wisconsin Center (CWC) is recruiting for a full-time Medical Program Administrative Assistant. This position will work on-site at CWC during general business hours, Monday-Friday.
CWC is located at 317 Knutson Drive in Madison. CWC provides short-term and long-term residential services to assist people living with intellectual disabilities in acquiring the personal skills needed to reach their highest potential.
Our workers love what they do. But don’t take our word for it. Hear from our employees.

Benefits

CWC has a 24/7 fitness center, free parking, and is on the Madison Metro bus route. As an employee of the State of Wisconsin, you'll also have access to an amazing benefits package, including:

• 3.5 weeks of vacation, 9 paid holidays and ample sick time; limitations may apply for leave time usage in the first six months.
• Top rated health plan options starting at $47/month for single plans and $117/month for family plans, after 2 months of state service.
• Exceptional pension plan with a 7.25% employer match in 2027 with lifetime retirement payment. Plus, a tax advantaged supplemental retirement savings plan which allows you to save money directly from your paycheck for retirement. Use this Total Rewards Calculator to see the total value of our competitive benefits package!
• Several flex spending accounts: medical, dependent care, commuter, and High Deductible Health Savings.
• Well Wisconsin Wellness Program.
• A free and confidential employee assistance program that offers employees and their immediate family dependents a variety of tools, resources, and professional consultation services to support their health, goals, and overall well-being.
• Public Service Loan Forgiveness Program employer.

Position Summary

As the Medical Program Administrative Assistant, you will provide client support services including arranging medical transportation, scheduling outpatient clinic appointments and managing general hospital admissions and discharges for CWC residents. You will be responsible for coordinating the sharing of confidential resident information for the appointment between CWC and the clinic. You’ll also be responsible for assigning CWC staff to escort residents to their appointments.

Salary Information

The starting pay is $25.04 per hour, plus excellent benefits. A 12-month probationary period is required.

Pay for current or former state employees will be set based on the rules that apply to compensation for the applicable transaction. This position is classified as a Medical Program Assistant - Associate and is in pay schedule and range 02/11.

Job Details

• All applicants who may be appointed to this position will be required to allow DHS to conduct a background check to determine whether the circumstances of any conviction may be related to the job being filled.
• All appointees will be required to receive a TB test, which will be administered by CWC or medical personnel approved by the facility prior to their start date.
• DHS does not sponsor work visas for this position, thus, in compliance with federal law, selected candidates will be required to verify eligibility to work in the United States by completing the required I-9 form upon hire. DHS is not an E-Verify employer nor a STEM-OPT eligible employer.

Qualifications

Minimally qualified applicants will have all the following:

• Experience using Microsoft Office programs (e.g., Word, Excel, Outlook, etc.) for data entry, scheduling, email, and document creation.
• Experience coordinating and scheduling appointments, services, or transportation in a professional environment.
• Experience providing customer service (e.g., answering questions, explaining policies or procedures, resolving issues, referring individuals to appropriate resources, etc.).

Well-qualified applicants will also have one or more of the following:

• Experience scheduling and coordinating outpatient medical appointments, hospital admissions/discharges, or medical transportation.
• Experience using an electronic health record (EHR) system.
• Experience working with confidential information (e.g., Personally Identifiable Information (PII), healthcare information, etc.) and following HIPAA requirements.

Your letter of qualifications and resume are each limited to two (2) pages.

DHS is an Equal Opportunity and Affinity Action employer.

Veterans are encouraged to apply.

The deadline to apply is September 28 at 11:59 PM

Applicants are strongly encouraged to allow ample time to finalize their applications keeping in mind that technical assistance is not available after 4:30 PM on the deadline date. Late or incomplete applications will not be accepted.