Santee Cooper Employer Based Clinic- Administrative Assistant II

Job Description Summary

The Administrative Assistant serves as the primary administrative support resource for the Santee Cooper Onsite Health & Wellness Center, supporting the Program Director, Advanced Practice Provider, Registered Nurses, and other clinic staff. This position is responsible for front-office operations, patient scheduling, referral coordination, occupational health documentation, workers' compensation follow-up, procurement activities, and customer service functions.

The Administrative Assistant plays a critical role in ensuring seamless clinic operations, positive patient experiences, timely care coordination, and efficient communication between MUSC Health, Santee Cooper employees, external partners, and healthcare providers.

Entity

Medical University Hospital Authority (MUHA)

Worker Type

Employee

Worker Sub-Type​

Regular

Cost Center

CC004928 SYS - Occupational Health

Pay Rate Type

Hourly

Pay Grade

Health-23

Scheduled Weekly Hours

40

Work Shift

Job Description

Patient Registration & Appointment Coordination

• Serve as the first point of contact for employees, patients, visitors, and vendors.
• Schedule, reschedule, and manage appointments for:Primary care visitsAcute care visitsChronic disease management visitsAnnual wellness examsOccupational medicine appointmentsTelehealth visitsImmunization clinicsBiometric screenings
• Verify patient demographics and maintain accurate registration records.
• Manage provider schedules and appointment templates.
• Monitor no-show and cancellation rates and perform patient outreach as needed.
• Support check-in and check-out processes.

Referral & Care Coordination

• Coordinate specialty referrals and consultations ordered by providers.
• Schedule appointments with specialists, diagnostic imaging centers, and ancillary service providers.
• Obtain referral documentation and required clinical records.
• Track referral completion and communicate appointment information to patients.
• Coordinate follow-up appointments after specialty evaluations.
• Assist patients with obtaining medical records and continuity of care documentation.
• Communicate with external provider offices regarding appointment status and care coordination needs.

Workers' Compensation & Occupational Health Support

• Coordinate workers' compensation referrals and follow-up appointments.
• Assist with scheduling:Occupational injury evaluationsFollow-up treatment visitsPhysical therapy appointmentsOrthopedic consultationsImaging studiesFunctional capacity evaluationsReturn-to-work assessments
• Track open workers' compensation cases and required follow-up actions.
• Assist with maintaining workers' compensation documentation and records.
• Coordinate communication between clinic staff, Human Resources, Risk Management, workers' compensation carriers, and external providers.
• Track employee clearance status and return-to-work documentation.
• Assist with occupational health surveillance scheduling including:AudiogramsRespirator clearancesVision screeningsSpirometry testingMedical surveillance examinations

Administrative Support for Clinical Staff

• Provide direct administrative support to providers, nurses, and clinic leadership.
• Prepare and process clinic forms, correspondence, reports, and patient communications.
• Manage incoming phone calls, emails, faxes, and messages.
• Route clinical messages appropriately.
• Assist with preparation of daily schedules, staff meetings, and operational reports.
• Support onboarding activities for new clinic staff.
• Assist in maintaining provider and clinic calendars.

Procurement & Inventory Management

• Monitor clinic supply levels and identify replenishment needs.
• Order clinical, office, and operational supplies.
• Coordinate purchasing requests and procurement activities.
• Receive, organize, and distribute deliveries.
• Maintain inventory of:Medical suppliesVaccinesOffice suppliesPersonal protective equipmentWellness program materials
• Assist with vendor communications and service requests.
• Support equipment maintenance scheduling and repair coordination.

Occupational Health & Wellness Program Support

• Coordinate employee wellness events and health promotion activities.
• Assist with scheduling onsite screening events and mobile health clinics.
• Prepare wellness program communications and marketing materials.
• Support employee health campaigns and outreach efforts.
• Maintain participant rosters and program enrollment records.
• Assist with preparation of employer reports and wellness metrics.

Documentation & Compliance

• Maintain confidentiality of all patient, employee, and occupational health records.
• Ensure accurate filing and document retention practices.
• Assist with chart preparation and records management.
• Support compliance with HIPAA, OSHA, MUSC Health policies, and employer requirements.
• Prepare documentation for regulatory reviews and audits as requested.
• Ensure required forms and consents are completed and maintained.

Customer Service & Client Support

• Provide exceptional customer service to Santee Cooper employees and clinic patients.
• Serve as a liaison between patients, clinic staff, Human Resources, Safety, and leadership.
• Address routine inquiries and direct issues to appropriate clinical personnel.
• Assist employees with scheduling, referrals, wellness resources, and clinic services.
• Promote a welcoming, professional, and service-oriented clinic environment.

Minimum Qualifications

• Associate degree or equivalent experience preferred.
• Minimum two (2) years of healthcare administrative, medical office, patient access, or clinic support experience.
• Experience with electronic medical record systems preferred.
• Proficiency in Microsoft Office applications.
• Strong organizational, communication, and customer service skills.

Preferred Qualifications

• Experience in occupational health, primary care, employee health, or ambulatory healthcare settings.
• Epic registration and scheduling experience.
• Experience coordinating specialty referrals and prior authorizations.
• Knowledge of workers' compensation processes and occupational medicine workflows.
• Experience with procurement, inventory management, and vendor coordination.

Key Responsibilities Summary

This position serves as the operational backbone of the clinic, responsible for:

• Front desk and patient access operations
• Provider schedule management
• Specialty referral coordination
• Workers' compensation follow-up and scheduling
• Occupational health surveillance scheduling
• Procurement and inventory management
• Client and employee communications
• Administrative support for clinical staff
• Wellness program coordination
• Regulatory and documentation support

Additional Job Description

Education: High School Degree or Equivalent Work Experience: 2 years

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees