Medical Administrative Assistant

Medical Administrative Coordinator

Position Overview

We are seeking an experienced Medical Administrative Coordinator to support occupational health and medical review operations within a highly regulated environment. This role is responsible for coordinating medical evaluations, supporting review board processes, maintaining fitness-for-duty case documentation, and ensuring the secure handling of sensitive medical records.

This is a strictly administrative position. Responsibilities include case tracking, records management, communication coordination, and documentation support. Clinical examinations, diagnoses, medical assessments, and fitness determinations are not duties of this role.

Key Responsibilities

Medical Evaluation Coordination

• Coordinate medical examination processes and communicate status updates with applicants, employees, vendors, and internal stakeholders.
• Track examination schedules, follow-up requirements, documentation receipt, and case outcomes using spreadsheets and internal tracking systems.
• Maintain accurate records related to scheduled appointments, completed evaluations, deferred cases, and required follow-up activities.
• Respond to inquiries regarding medical evaluation processes and coordinate necessary follow-up with appropriate personnel.
• Monitor outstanding documentation requests and ensure timely collection of records through approved communication channels.
• Organize and maintain case files to ensure accurate record retention and accessibility.

Review Board Administration

• Coordinate administrative activities associated with medical review board meetings and case reviews.
• Prepare case summaries, collect supporting documentation, and maintain review board records.
• Facilitate document routing, review, and approval workflows among designated stakeholders.
• Maintain case tracking reports and communicate review outcomes to appropriate leadership.
• Provide administrative support throughout the review process without participating in medical or employment determinations.

Fitness-for-Duty Case Administration

• Maintain fitness-for-duty case files and supporting documentation.
• Coordinate scheduling and logistics for required medical or psychological evaluations.
• Track case progress and ensure all required documentation is collected and maintained.
• Prepare correspondence, memoranda, and reports related to fitness-for-duty processes.
• Communicate with employees, supervisors, vendors, and other stakeholders regarding scheduling and administrative requirements.

Records Management & Administrative Support

• Maintain confidential medical and personnel records in accordance with organizational policies and applicable privacy requirements.
• Upload, organize, and manage documentation within designated records systems.
• Ensure sensitive information is shared only with authorized individuals through approved channels.
• Support medical and administrative staff with documentation, reporting, and case management activities.
• Maintain accurate tracking reports, spreadsheets, and administrative records.

Required Qualifications

• Minimum of 5 years of experience in medical administration, healthcare operations, occupational health administration, or a related field.
• Strong experience maintaining confidential records and managing sensitive information.
• Proficiency with Microsoft Excel and other administrative tracking tools.
• Excellent written communication, organizational, and follow-up skills.
• Experience coordinating multiple cases, deadlines, and stakeholders simultaneously.
• Certified Medical Administrative Assistant (CMAA) certification preferred.
• U.S. Citizenship required.

Preferred Qualifications

• Bachelor's degree in Healthcare Administration, Business Administration, Public Health, or a related field.
• Experience supporting occupational health, employee health, medical review, credentialing, compliance, or fitness-for-duty programs.
• Experience coordinating with external vendors and managing documentation review processes.
• Ability to prioritize work across multiple tracking systems while maintaining a high degree of accuracy and confidentiality.
• Experience working in a regulated, compliance-driven, or government-contracted environment.