Administrative Support Specialist
Workhs, Tulsa, OK, United States
Job Description
Administrative Support Specialist
Classification
Non-Exempt
Reports To
Clinic Manager
Living Our Mission & Values
This role carries shared responsibility for promoting and upholding the Company’s Mission, Vision, and Core Values. Employees are expected to integrate these into their work practices, contribute to a culture aligned with them, and hold themselves accountable to these expectations.
Position Objective
This role is responsible for providing comprehensive administrative assistance to ensure smooth office operations. This includes managing referrals, coordinating events, handling inventory and supply orders, processing attorney requests for medical records, and supporting billing, collections, and front office activities.
Essential Functions
Support WHS’s mission, vision, and values.
Referral Management – Process and track outgoing referrals. Communicate with providers/patients to ensure timely follow up.
Attorney Requests – Handle attorney requests in compliance with HIPAA regulations.
Provide front office support and coverage when applicable.
Billing & Collections Support – Assist with general billing, WC billing, and collections.
Internal Communications
Update and manage company news, announcements, and event information displayed on breakroom TV and Paylocity. Ensure content is accurate, timely, and engaging for staff.
Inventory & Supplies
Monitor office and clinic inventory levels and order supplies as needed.
Maintain accurate records of supply usage and vendor transactions.
Competencies
Customer and Client Focus
Ethical Conduct
Attention to detail
Time Management
Strong organizational and multitasking skills
Flexibility
Strong understanding of billing and claims processes
Supervisory Responsibility
This role has no supervisory responsibility currently.
Work Environment
This position is designated as Safety Sensitive, meaning that job performance directly affects the safety of both the employee and others. Adherence to all Federal and State laws regarding drug use is required, and Work Health Solutions hires for this position accordingly. Regular walking within the clinic is required, along with direct interaction with patients, some of whom may have contagious illnesses.
Physical Demands
Frequent standing, walking, bending, kneeling, and stooping.
Regular talking and listening.
Ability to lift or move items over 20 pounds.
Reaching above, at, and below desk height.
Position Type and Expected Hours of Work
Full-time position, 8 hours per day, 5 days per week.
Overtime and work during inclement weather may be required.
Travel
Occasional travel may be required.
Required Education and Experience
High school diploma or GED.
Minimum associate degree in business or healthcare.
Proficiency in computer skills (Microsoft Office Suite, email, faxing, scanning, etc.).
Knowledge of billing systems, collection practices, and relevant laws.
Knowledge of check‑in and check‑out procedures.
Additional Eligibility Requirements
Valid state driver’s license.
Proof of current vehicle insurance for company-related driving.
Other Duties
This job description is not intended to be an exhaustive list of all responsibilities, duties, or requirements. Duties may change at any time with or without notice.
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Administrative Support Specialist
Classification
Non-Exempt
Reports To
Clinic Manager
Living Our Mission & Values
This role carries shared responsibility for promoting and upholding the Company’s Mission, Vision, and Core Values. Employees are expected to integrate these into their work practices, contribute to a culture aligned with them, and hold themselves accountable to these expectations.
Position Objective
This role is responsible for providing comprehensive administrative assistance to ensure smooth office operations. This includes managing referrals, coordinating events, handling inventory and supply orders, processing attorney requests for medical records, and supporting billing, collections, and front office activities.
Essential Functions
Support WHS’s mission, vision, and values.
Referral Management – Process and track outgoing referrals. Communicate with providers/patients to ensure timely follow up.
Attorney Requests – Handle attorney requests in compliance with HIPAA regulations.
Provide front office support and coverage when applicable.
Billing & Collections Support – Assist with general billing, WC billing, and collections.
Internal Communications
Update and manage company news, announcements, and event information displayed on breakroom TV and Paylocity. Ensure content is accurate, timely, and engaging for staff.
Inventory & Supplies
Monitor office and clinic inventory levels and order supplies as needed.
Maintain accurate records of supply usage and vendor transactions.
Competencies
Customer and Client Focus
Ethical Conduct
Attention to detail
Time Management
Strong organizational and multitasking skills
Flexibility
Strong understanding of billing and claims processes
Supervisory Responsibility
This role has no supervisory responsibility currently.
Work Environment
This position is designated as Safety Sensitive, meaning that job performance directly affects the safety of both the employee and others. Adherence to all Federal and State laws regarding drug use is required, and Work Health Solutions hires for this position accordingly. Regular walking within the clinic is required, along with direct interaction with patients, some of whom may have contagious illnesses.
Physical Demands
Frequent standing, walking, bending, kneeling, and stooping.
Regular talking and listening.
Ability to lift or move items over 20 pounds.
Reaching above, at, and below desk height.
Position Type and Expected Hours of Work
Full-time position, 8 hours per day, 5 days per week.
Overtime and work during inclement weather may be required.
Travel
Occasional travel may be required.
Required Education and Experience
High school diploma or GED.
Minimum associate degree in business or healthcare.
Proficiency in computer skills (Microsoft Office Suite, email, faxing, scanning, etc.).
Knowledge of billing systems, collection practices, and relevant laws.
Knowledge of check‑in and check‑out procedures.
Additional Eligibility Requirements
Valid state driver’s license.
Proof of current vehicle insurance for company-related driving.
Other Duties
This job description is not intended to be an exhaustive list of all responsibilities, duties, or requirements. Duties may change at any time with or without notice.
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