The Occupational Health Program Coordinator will work under the supervision of the Occupational Health Nurse to support employee health and safety programs. This role is responsible for coordinating the medical surveillance program, managing medical documentation, facilitating EHS programs, and ensuring compliance with company protocols and regulatory requirements. The ideal candidate will have experience in an occupational health clinic, strong organizational skills, and the ability to manage multiple priorities effectively.
Key Responsibilities:
Medical Surveillance Coordination:
- Collaborate with Occupational Health Services (OHS) and Environmental Health & Safety (EHS) teams to arrange and coordinate medical surveillance programs, including initial, follow-up, and periodic examinations through a designated third-party occupational health clinic.
- Communicate with employees and third-party providers, securing and maintaining all required medical documentation.
- Review examination results and medical records for completeness and accuracy.
Invoice Verification and Cost Tracking:
- Review incoming invoices to ensure services requested from the third-party occupational health clinic match those received.
- Verify rendered services and track associated costs.
Appointment Scheduling and EHS Support:
- Assist with scheduling appointments for ergonomic evaluations, respirator fit testing, and various meetings.
- Conduct laboratory inspections for environmental health and safety compliance using established checklists and identify non-compliance issues.
COVID-19 Management and Communication:
- Conduct location and contact tracing for COVID-19 cases and document findings.
- Coordinate communication with the site Communications Team regarding COVID-19 protocols and ensure PPE supplies and forms are adequate and compliant.
OHS and EHS Requests Management:
- Monitor the shared email inbox for OHS and EHS requests such as new injury reporting, medical surveillance, COVID-19 inquiries, ergonomic supplies, and EHS supplies.
- Route requests to the appropriate OHS or EHS staff member.
Data Entry and Record Maintenance:
- Enter data for work-related injuries/illnesses, medical surveillance records, and training into electronic systems.
- Maintain medical records, both hardcopy and electronic, ensuring they are organized chronologically and comply with confidentiality standards, HIPAA regulations, and company policies.
Confidentiality and Compliance:
- Ensure confidentiality of personal health information and compliance with HIPAA regulations, the company’s Code of Conduct, and all legal and regulatory requirements.
Qualifications:
Education and Experience:
- Minimum of 2 years of experience in a clinical environment.
- At least 3 years of experience in a GXP or Research & Development environment is preferred.
- At least 3 years of experience working independently in an occupational health clinic is preferred.
Knowledge and Skills:
- Strong knowledge of Cal/OSHA regulations, specifically related to COVID-19 Prevention Non-Emergency Regulation.
- Familiarity with medical terminology and procedures.
- Proficient in Microsoft Office Suite, particularly Excel, Outlook, and PowerPoint.
- Experience with electronic medical records (EMR) systems and training compliance systems.
- Excellent organizational and project management skills with the ability to prioritize tasks effectively.
- Strong attention to detail, especially in preparing and maintaining medical records and charts.
Top Skills and Competencies:
- Customer service skills to effectively communicate with employees and third-party medical providers regarding medical records and pertinent patient information.
- Proficiency in data entry into an Electronic Medical Records (EMR) database and other electronic systems.
- Strong organizational skills with attention to detail for maintaining both softcopy and hardcopy medical records.
- Ability to work cross-functionally within a team environment.