Workers Compensation Administrative Assistant (Temporary)

Mary Free Bed Rehabilitation Hospital; Grand Rapids (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

Mary Free Bed Rehabilitation Hospital is seeking a dedicated coordinator to serve as the central liaison among patients, employers, claims professionals, case managers, providers, and internal care teams for workers’ compensation services. You will assist with admissions, communications, authorizations, documentation, and care planning.

This limited-duration role supports inpatient and outpatient workers’ compensation services, requiring strong admin skills, confidentiality, and the ability to

Qualifications

• High school education or equivalent.
• Typing at 70 wpm and accurate minutes.</string>
• Proficient with multiple software applications including Kronos, MS Word, MS Excel, QI Macros, Affinity, MS Outlook and RFlow Charting.
• Previous admin/secretarial experience required.
• Ability to handle confidential information with discretion.

Responsibilities

• Coordinate workers’ compensation referrals and admissions.
• Assist with scheduling, authorizations and documentation requests.
• Attend interdisciplinary team conferences for inpatient workers’ compensation patients.
• Support claims professionals and case managers with care coordination activities.
• Maintain accurate records and reporting tools; respond to inquiries promptly.

Skills

Typing 70 wpm

Communication

Confidentiality

Education

High school diploma or equivalent

Tools

Kronos

MS Word

MS Excel

QI Macros

Affinity

MS Office Outlook

RFlow Charting

Job description

**This is a limited duration role needed to coverage a leave of absence.**

Summary

This role serves as a central point of coordination between patients, employers, claims professionals, case managers, providers, and internal care teams to support seamless workers’ compensation services. This role facilitates admissions, coordinates communication, supports authorization and documentation requests, participates in interdisciplinary care planning, and assists with business development initiatives.

Essential Job Responsibilities

Workers’ Compensation Case Coordination

• Monitor workers’ compensation referral and admission activity.

• Review pending admissions and coordinate with access, financial, and clinical teams to support successful patient transitions.

• Track non-admitted referrals and ensure appropriate follow-up and reporting.

• Serve as a resource to care teams regarding workers’ compensation processes and requirements.

• Support coordination of inpatient and outpatient workers’ compensation services.

• Respond promptly to inquiries and requests related to patient care, scheduling, authorizations, and documentation.

• Facilitate communication between providers and workers’ compensation stakeholders to help resolve barriers to care.

Team Conference Participation

• Attend interdisciplinary team conferences for inpatient workers’ compensation patients.

• Participate in outpatient pain program conferences and related care coordination activities.

• Contribute to discussions regarding treatment progress, discharge planning, barriers to care, and stakeholder communication needs.

• Provide updates and support for claims professionals and case managers involved in patient care.

Documentation & Records Management

• Fulfill requests for appointment schedules, clinical documentation, treatment updates, and related records.

• Coordinate with Health Information Management (HIM) to ensure timely processing of documentation requests.

• Maintain accurate tracking tools, patient lists, and reporting resources.

• Other duties as assigned

We’ll embrace all people by:

• T reating everyone with dignity and respect.

• O pening more doors to opportunity for others to succeed.

• G rowing talent and people.

• E nsuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

• T aking action against discrimination.

• H onoring our differences and how we collaborate.

• E ducating staff, patients and the communities we care for.

• R estoring hope and freedom, together.

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• High school education or equivalent.

• Ability to type 70 words per minute, take accurate minutes of meetings, and operate transcriber.

• Competent language and grammar skills with the ability to compose and edit letters and memos.

• Proficient computer skills in multiple software applications (Kronos, MS Word, MS Excel and QI Macros, Affinity, MS Office Outlook, RFlow Charting) are essential.

• Previous work experience in an administrative/secretarial position.

• Ability to work with people of all backgrounds.

• Ability to make independent decisions as well as preserve the confidentiality of special matters.

Preferred Job Qualifications

• Business school, business experience, or some college education.

Physical Requirements for Essential Job Qualification

Levels:

• None (No specific requirements)

• Occasionally (Less than 1/3)

• Frequently (1/3 to 2/3)

• Majority (More than 2/3)

Remain in a stationary position: Majority

Traverse or move around work location: None

Use keyboard: Frequently

Operate or use department specific equipment: None

Ascend/Descend equipment or ladder: None

Position self to accomplish the Essential Functions of the role: None

Receive and communicate information and ideas for understanding: Frequently

Transport, position, and/or exert force:

Up to 10 pounds: Occasionally

Up to 25 pounds: None

Up to 50 pounds: None

Up to 75 pounds: None

More than 100 pounds: None

Other weight: Up to___ pounds

Other: _____

Consistent with the Americans with Disabilities Act (ADA), it is the policy of Mary Free Bed Rehabilitation Hospital to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Talent Acquisition team at [e-mail]

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.