Job Description

Posting number: 01587

Department: HUMAN RESOURCES

Division: EMPLOYEE HEALTH CENTER

Job classification: HEALTH CLINIC ASSISTANT ADMINISTRATOR

Posting type: Open

Categories: Health Services, Human Resources, Nursing, Health Care Support

Summary

Job SummaryWithin broad parameters and in compliance with technical, administrative, regulatory, or professional standards, and guidelines, assists with directing and leading the Employee Health Center’s (EHC) entire medical program for all City of Greenville employees. Provides managerial support for operational and administrative functions of the EHC, including all medical, health, and wellness programs. Supervises assigned EHC staff. Maintains compliance with City policies and federal, state, local laws, rules and regulations such as OSHA, DOT, FTA, Workers’ Compensation Act, FMLA, ADA, GINA, HIPAA, Nurse Practice Act, EEOC, and FMCSA. Ensures that Standing Orders are current and signed by the Medical Director for all nursing care provided. In coordination with the Health Clinic Administrator, the Benefits Administrator and the Chief Human Resources Officer, assist with managing the City’s FMLA, ADA and Transitional Work policies. In collaboration with the Health Clinic Administrator, coordinate the Workers’ Compensation program with the employees, Risk Manager and City’s third-party administrator (TPA). Assists with the planning, development, and implementation of the City’s health and wellness programs. Ensures all reporting requirements are completed in a timely and accurate manner. Assists with the development and management of the division’s annual operating budget. Researches, writes, and updates all Health Center policies and procedures. Manages all Health Clinic contracts. Prepares Health Clinic metrics reports. Maintains all required licenses and certifications. Serves as the Health Clinic Administrator in their absence.

Examples of duties

Essential Functions

• Assist with Management of the Employee Health Center’s Medical Program: Assist the Health Clinic Administrator with managing the operational and administrative functions, programs and projects of the EHC. Collaborate with the Health Clinic Administrator and EHC staff to carry out the service objectives of the division. Ensure that Standing Orders are current and signed by the Medical Director for all nursing care provided. As directed, supervise post-offer physical testing of all applicants, job candidates and volunteers. Manage the scheduling of all post-offer placement Fire and Police health screening, stress testing, and pulmonary function testing. Monitor scheduling of psychological testing for post-offer Firefighters and Police Officer applicants. Review all psychological test reports and bring any concerns to the attention of the Health Clinic Administrator and Chief Human Resources Officer. Ensure all post-offer testing results meet the City’s minimum physical requirements to safely perform the job description and are communicated to the appropriate department. Direct annual stress testing, on-site blood work, and referrals for all Firefighters and Police Officers. Analyze the results and provide guidance to seek care from personal health care providers as indicated, and counseling for employees within the scope of nursing knowledge and practice. Monitor missed appointments and rescheduling. Assist with coordinating all random, DOT, non-DOT, reasonable suspicion, post-accident, follow up and return to duty drug testing. Ensure that all positive drug tests are referred to an MRO for final determination. As needed, provide direct care to employees such as: blood pressure and blood glucose checks, administering over-the-counter medication, physicals, requests for medical information, follow-up with employees for referrals to primary medical physicians, tetanus vaccines, hepatitis vaccines, seasonal influenza vaccines, placement and reading of PPD. Ensure the completion of the annual Federal Testing Authority (FTA) drug testing reports. Oversee and manage data entry in Occupational Health Manager (OHM) for nursing notes related to medical data, office visits and treatment, drug testing, physicals, blood work, etc. Maintain complete and accurate medical records on employees in compliance with HIPAA.

25%

• Support the Administration of the City’s FMLA, ADA and Transitional Work Policies: In coordination with the Health Clinic Administrator, the Benefits Administrator and the Chief Human Resources Officer, assist with managing the City’s FMLA, ADA and Transitional Work policies, maintaining compliance with City policies and applicable federal/state regulations. Provide instructions to employees for submitting requests for FMLA or ADA to the City’s TPA for processing. On a bi-weekly basis send email blast to all employees regarding instruction for submitting FMLA or ADA requests to the TPA. Provide FMLA and ADA case management support to Health Clinic Administrator and serve as back up in their absence. Monitor the TPA FMLA/ADA portal to track ongoing and new cases; review notifications of FMLA statuses and ensure communication to the employee’s chain of command; respond to employee questions regarding their claim status. Monitor all ADA requests; review notifications from the TPA; coordinate review of medical documentation with Health Clinic Administrator, Benefits Administrator, and Chief Human Resources Officer; participate in the ADA interactive process with employee and appropriate management to evaluate requests for individualized disability-related accommodations; inform TPA of the City’s determination regarding the accommodation request; continue to monitor any follow up needs of the employee or requests for extension. Coordinate with Chief Human Resources Officer on escalated FMLA and ADA issues as appropriate. Track FMLA and ADA usage to ensure timekeeping is compliant with approved leave. As appropriate and in coordination with the Health Clinic Administrator and the Chief Human Resources Officer provide consultation on accommodation processes and the intersections of ADA, FMLA, Worker's Compensation and other related laws and regulations. Keep complete and secured records of all FMLA and ADA documents. Document and maintain records of written and verbal communications with employees, Health Center staff, and others as it pertains to employees requesting and/or receiving FMLA or ADA accommodations. Generate reports as required. Conduct FMLA and ADA training for Department supervisors and employees. Provide and support the education of employees on obtaining proper documentation for Transitional Work and Return to Work during new employee orientation and clinic visits. Coordinate and communicate transitional work requirements with employee’s department. Ensure received medical statements for clearance related to return to work status are appropriate according to Employee Health and Transitional Return to Work policies. Support the communication of work status to department supervisor and Human Resources as required. Manage and track the utilization of Transitional Work utilizing rolling calendar with FMLA and Worker’s Compensation of all employees.

25%

• Oversee the City’s Employee Health and Wellness Program: Manage the planning, development, and implementation of the City’s health and wellness programs designed to address identified employee health risk factors and to promote behavioral change in employee health and wellness. Promote wellness initiatives through communication with all City departments to increase awareness and participation in programs and activities. Facilitate, publicize, and make presentations at appropriate city-sponsored events. Oversee the coordination of annual flu clinics, annual physicals and blood work for safety sensitive and non-safety sensitive employee. Administer and oversee programs to encourage engagement in healthy lifestyles. Provide current health education to employees to aid in preventative maintenance through Lunch and Learn seminars, educational materials, e-mail blasts, researched medical information and one-on-one consultation. Maintain the City’s Health website. Prepare reports regarding employee participation and cost savings for return on investment analysis. Conduct annual wellness satisfaction survey. Maintain statistics on wellness program participation and feedback. Track and analyze trends and outcomes. Ensure programing adheres to EEOC wellness regulations. Adhere to all HIPAA requirements dealing with confidential health and fitness information Attend webinars and review professional journals on work site wellness trends.

10%

• Ensure Regulatory and Policy Compliance: Maintain compliance with the policies of the City and federal, state, local laws, rules and regulations, including OSHA, DOT, FTA, Workers’ Compensation Act, FMLA, ADA, GINA, HIPAA, Nurse Practice Act, EEOC, NFPA, and FMCSA. Maintain records and storage of records in accordance with federal and state laws. Ensure CLIA waiver and SCDHEC Infectious Waste Generator Registration is up to date. Ensure all Health Clinic policies are updated to reflect any regulatory changes. Ensure standing orders are updated annually. Ensure accurate completion of FTA report. Track physician, nurse practitioner and registered nurse licenses for expirations and accuracy. Conduct training and provide consultation on Health Clinic policies and procedures to ensure employee/supervisor compliance awareness and compliance. Conduct new employee orientation training on policies relating to the Health Center, drug testing, blood borne pathogens, and tobacco. Ensure all EHC staff have bloodborne pathogen training annually.

10%

• Assist with Coordinating Workers’ Compensation Claims: In collaboration with the Health Clinic Administrator, coordinate the Workers’ Compensation program with the employees, Risk Manager and W/C TPA. Ensure timely submission of Workers’ Compensation claims. Ensure that the Workers’ Compensation TPA is provided with First Report of Injury timely manner. Maintain oral and written communication between employee, doctor, supervisor, and Workers’ Compensation TPA. Liaison with City Risk Manager as needed in regards to claims, medical provider documentation, employee concerns related to treatment, etc. Monitor blood borne pathogen exposures. Coordinate with the Risk Manager to ensure the accuracy of the preparation of and posting of the annual OSHA 300A.

10%

• Supervise Assigned Staff: Plan, communicate and provide a strategic vision and direction for assigned staff. Provide the leadership and direction necessary to meet the City’s current and long-range needs. Set priorities, delegate work assignments, projects, and programs; monitor workflow; and review and evaluate work products, methods, and procedures. Build a sense of team within the department, and maintain employee morale. Provide policy guidance and interpretation. Provide orientation, teaching, and guidance to clinical staff to assure safe practices and quality of services. Work collaboratively with Health Clinic Administrator and Chief Human Resources Officer where performance and disciplinary issues may exist to correct the situation in a positive and proactive manner, ensuring the timely and effective documentation required by City Human Resources policies. Oversee and direct recruitment and selection of Department personnel. Oversee annual review of division job descriptions to ensure roles and responsibilities of all positions are accurately reflected. Conduct performance reviews in a timely, consistent and fair manner. Provide for staff training and professional development. Hold staff meetings that promote education, training, and program accountability. Manage schedules for time off. Review and approve time and attendance. Provide internal and external training opportunities, including ensuring required certifications are maintained.

10%

• Perform Health Clinic Administrative Tasks: Assist with the development and management of the division’s annual operating budget to effectively utilize fiscal resources. Monitor all expenditures to budget line items including but not limited to professional services, wellness activities, materials and supplies, travel and training and subscription dues, etc. Research, write, and update all Health Center policies and procedures for review and approval. As directed, work with Chief Human Resources Officer to develop and process Health Center RFPs. Participate in vendor selection committees as assigned. Coordinate effective resolution of vendor issues bringing any escalated issues to the attention of the Health Clinic Administrator and Chief Human Resources Officer. Prepare Health Clinic bi-weekly and other reports for Chief Human Resources Officer. Collect and compile Health Clinic statistics to prepare related reports for the Chief Human Resources Officer. Ensure Health Center equipment (e.g. EKG, hearing booth, vision screener, audiometer, etc.) is properly maintained and certified. As directed, respond to subpoenas for medical files. Participate in City’s Safety Committee. Ensure Health Clinic files are maintained and secured in accordance with regulatory requirements.

10%Perform other duties as assigned.

Qualifications

Job Requirements

• Bachelor’s degree in nursing.
• Over four (4) years of progressively responsible experience in administering occupational health services.
• RN License (current Registered Nurse with active status license in SC).
• CAOHC (Certified Occupational Hearing Conservation Certification), NIOSH Spirometry, BLS/AED (Adult CPR/AED certification).
• Certified Occupational Health Nurse-Specialist (COHN-S) within one year of employment.

Driver's License Requirements

• Valid South Carolina Class D Driver's License.

Performance RequirementsKnowledge of:

• Federal, state, local laws, rules and regulations such as OSHA, DOT, FTA, Workers’ Compensation Act, FMLA, ADA, GINA, HIPAA, Nurse Practice Act, EEOC, and FMCSA.
• Applicable City human resources policies and procedures.
• Health and safety best practices.
• Employee health and wellness strategies.
• Modern methods, concepts, practices, and principles related to local government purchasing and competitive bid processes, as well as general purchasing procedures and guidelines.
• Current trends and practices related to the use of technology in health clinic administration.
• Principles and processes for providing customer services, including setting and meeting quality standards for services and evaluation of customer satisfaction.
• Principles and practices of municipal budget preparation and administration.

Ability to:

• Plan, lead, direct, develop, and coordinate the policies, activities, and staff of the Employee Health Center, ensuring legal compliance.
• Develop, implement, and oversee the application of policies, regulations and standards relating to occupational health and safety and employee wellness.
• Make sound, logical interpretations of complex Federal, State, and local laws, ordinances, statutes, and regulations.
• Develop, implement, and administer strategic goals, objectives, and procedures for providing effective and efficient occupational health services for the City.
• Perform all required federal reporting.
• Coordinate the Workers’ Compensation program with the employees, Risk Manager and W/C TPA.
• Manage the procurement and/or renewal of occupational health center contracts (e.g., hair drug testing, fitness, and stress testing, etc.), including resolution of any contracting issues.
• Develop, implement, and administer strategic goals, objectives, and procedures for providing effective and efficient occupational health services for the City.
• Ensure Health Clinic files are maintained accurately and secured in accordance with regulatory requirements.
• Provide basic wound care.
• Provide health and wellness education and programming to employees.
• Develop and deliver a wide range of health clinic compliance training for supervisors.
• Understand complexity and view situations from a broad strategic and legal perspective.
• Develop and report on health clinic metrics.
• Prepare and administer annual budget.
• Communicate clearly and effectively - both verbal and written.
• Demonstrate strong interpersonal and problem-solving skills; quickly identify and resolve problems efficiently; gather and analyze information to develop effective solutions.
• Effectively use discretion, persuasion, conciliation, conflict resolution, mediation or negotiation skills when dealing with complex, unusual, and difficult situations.
• Develop and maintain cooperative working relationships with City Council, City management, business partners, external agencies, contractors, consultants, employees, and citizens.
• Manage a wide range of communications that involve a high degree of difficulty (i.e., contentious confidential sensitive or political) with very diverse, very important contacts both inside and outside of the organization.
• Exercise sound judgment and maintain confidentiality regarding critical and sensitive information, records, and reports.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of established goals.
• Demonstrate a strong detail-orientation and organizational skills.
• Adapt to changes in the work environment; effectively responding to competing demands and frequent interruptions.
• Handle frequent changes, delays, or unexpected events.
• Write policies, contracts, formal presentations, and/or technical and legal documents and correspondence.
• Read medical charts, medication labels, MSDS, policies, federal, state, and local laws, rules and regulations, letters, invoices, insurance records, schedules, etc.
• Prepare OSHA log blood work results and drug test results.
• Work with advanced mathematical operations methods and functions of real and complex variables.
• Use AED, Ambu bags, automatic and manual sphygmomanometers, audiometer and electro acoustic ear (OSCAR), body fat analyzer, CLINITEK Status + Analyzer, calculator, copier, telephone, diagnostic testing supplies, digital and manual scales, digital thermometers, DVD player, electrocardiogram, fax, glucometer, hemostats, keyboards, needles, OPTEC vision screener, otoscope, personal automobile, personal cell phone, pulse oximeter, scanner, and suture removal devices, stethoscope, and syringes.
• Operate desktop and laptop computers and I-pad.
• Learn and apply various software: Microsoft Office Suite, timekeeping system, Adobe, OHM (Occupational Health Manager) or other EMR, purchasing system, applicant tracking system, LabCorp Beacon, FMCSA Registry, MyeScreen, SC DHEC SCIAPPS, and Topaz.

Supplemental information

Working ConditionsPrimary Work Location: Office environment. Protective Equipment Required: Gloves, CPR facemask, safety glasses, syringes and needles with safety guards, sharps containers, and face protection.Environmental/Health and Safety Factors: Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work. Seasonal exposure to extreme temperatures, wetness and/or humidity, and respiratory hazards. Constant exposure to chemical hazards and communicable diseases.Physical Demands: Constantly requires vision and hearing. Frequently requires fine dexterity, sitting, handling/grasping, twisting, and talking. Occasionally requires bending, crouching and stooping, standing, walking, lifting, carrying, reaching, and pushing/pulling. Must be able to perform CPR and provide first aid while kneeling on the floor. Medium strength demands include exerting 20-50 pounds occasionally, exerting up to 10-20 pounds frequently, or exerting up to 10 pounds constantly.Mental Demands: Frequently requires time pressures, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team, and tedious or exacting work. Occasionally requires emergency situations and noisy/distracting environment.Americans with Disabilities Act ComplianceThe City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.DisclaimerThe above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.