Workers Compensation Administrative Assistant (Temporary)

10 Mary Free Bed Rehabilitation Hospital; Grand Rapids (MI); On-site; USD 38,000 - 52,000; Full time

Job summary

Mary Free Bed Rehabilitation Hospital in Grand Rapids, MI seeks a temporary administrative coordinator to serve as the central point of contact for workers' compensation services, coordinating admissions, authorizations, documentation, and communications among patients, employers, claims professionals, and care teams.

The role supports interdisciplinary care planning, tracks referrals, and assists with business development initiatives, while maintaining confidentiality and delivering excellent

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.

Responsibilities

• 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.
• 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.
• 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.

Skills

Typing speed 70 wpm

Minute taking

Editing letters/memos

Confidentiality

Interpersonal skills

Independent decision making

Education

High school education or equivalent

Business school or some college education

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

• 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.
• 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.
• 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:

• Treating everyone with dignity and respect.
• Opening more doors to opportunity for others to succeed.
• Growing talent and people.
• Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.
• Taking action against discrimination.
• Honoring our differences and how we collaborate.
• Educating staff, patients and the communities we care for.
• Restoring 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.

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.

At Mary Free Bed, we work towards putting everybody in motion. Fueled by our passion for innovative, integrated rehabilitation care, our teams work together to elevate everyone’s potential. Whether you’re here to ensure a safe environment at our hospitals, provide clinical care or help our patients navigate their next appointment, we’re united by the same mission: to restore hope and freedom through rehabilitation. Everyone plays an integral role in defining a better future for ourselves, our patients, and our communities.