Quality Assurance Assistant

Washington Physicians Health Program (WPHP) has an outstanding employment opportunity for a full-time Quality Assurance Assistant. This position is a non-exempt, remote position. The Quality Assurance Assistant supports Quality Assurance team operations and WPHP’s clinical team as needed.

Founded in 1986, WPHP is a small, independent, physician-lead, nonprofit organization that advances patient safety by supporting the recovery of doctoral level health care providers in the State of Washington. WPHP provides confidential assistance to health care professionals with medical conditions that may affect their ability to practice medicine safely. WPHP is recognized as one of the strongest physician health programs in the United States.

This is a fantastic opportunity to join a professional team working in service to an important social mission. See www.wphp.org for more information. With a generous pay structure, an excellent benefits package, flexible work arrangements and a wonderful team of coworkers, this position offers the complete package.

POSITION DUTIES AND RESPONSBILITIES:

I. Quality Assurance Team Support

a. Assists Quality Assurance Administrator in carrying out the day-to-day operations of the toxicology and Participant Adherence Programs and assists with all related results reporting activities.

b. Handles all incoming clinical and participant-related correspondence and documentation ensuring that it is accurately uploaded and filed to the participant’s electronic record.

c. Supports the enrollment of workplace liaison and health providers

d. Assists Health Informatics Coordinator in generating outgoing scheduled and unscheduled adherence correspondence.

e. Assists Health Informatics Coordinator in requesting and following up on documentation and other adherence requirements from participants, liaisons and evaluation/treatment providers including consents, forms, and requests for records.

f. Assists Health Informatics Coordinator in completing requests for WPHP records according to WPHP policies and in adherence with applicable confidentiality laws and regulations.

g. In collaboration with the Health Informatics Coordinator, provides technical support and assistance to staff and correspondence recipients in software applications subserving Quality Assurance team operations.

h. Assists Quality Assurance team in identifying and remedying adherence deficiencies in accordance with scope of responsibilities.

i. Appropriately elevates adherence concerns outside of scope to the Quality Assurance Director or clinical team as indicated.

j. Assists Quality Assurance team with required documentation of adherence activities and assists with quality improvement and assurance activities.

k. Ensures that exit surveys are completed for all participants.

l. Provides back-up support for Health Informatics Coordinator essential duties in their absence.

II. Clinical Team Support

a. Answers initial and pre-referral calls. Documents relative information and notifies Clinical Coordinators.

b. Schedules participant appointments in collaboration with clinical team.

c. Assists in administrative tasks related to initial and ongoing review of WPHP approved evaluation and treatment centers.

d. Proactively identifies, enters, and updates information in the contacts database to support clinical and adherence operations.

e. Provides administrative support to the Clinical Director and Associate Medical Director as needed

III. Front Desk Coordination

a. Answers main line calls with warmth and confidence.

b. Ensures phones are always covered.

c. Follows up with main line voicemails and referrals in a timely manner.

d. Schedules appointments as needed.

e. Assists with faxes, special mailings, and email communications.

IV. General Operations

a. Provide team support and assist other staff with special projects or other activities requiring a team effort as requested.

b. Ensures records are kept in accordance with state and federal laws regarding the duty to maintain records, confidentiality, authorization to disclose health care information, access to medical records, disclosure of medical records without participant consent, legal processes, correcting and amending medical records, retention of medical records, and liability for unauthorized disclosure.

c. Provides coverage for the Quality Assurance team and coordinates reciprocal cross-coverage for essential duties during absences.

d. Participates in staff retreats.

e. Participates in and assists with WPHP Annual Reunion.

f. Carry out responsibilities in a manner consistent with WPHP policies and procedures.

QUALIFICATIONS

• B.A./B.S. degree preferred
• Minimum of 2 years office administration experience
• Strong mastery of Windows, Office365 and Microsoft Office Suite products including Teams, Word, Outlook, Excel, and PowerPoint
• Experience with Salesforce, Electronic Health Records, and DocuSign is highly desirable
• Strong aptitude for computer technology and software applications; able to quickly learn and integrate new technology solutions into existing workflows
• Excellent written and oral communications; editing and proofreading skills a plus
• Strong organizational skills and attention to detail
• Positive, flexible attitude, and ability to function independently (self-starter) as part of a busy, high-functioning team
• Strong interpersonal skills and an ability to work collaboratively with others
• Scheduling and calendar management experience. Experience scheduling appointments for multiple team members in a non-profit or clinical environment
• Ability to manage multiple deadlines
• Able to maintain confidentiality and discretion
• Excellent organizational skills, customer service skills (telephone and in-person), and professionalism

REMOTE WORK

While this job is fully remote, employees are required to reside in Washington state.

Employees are expected to:

• Have an appropriate and private space to work in (confidential work)
• Have fast and reliable internet access to conduct work
• Basic understanding/ability of setting up laptop/monitor equipment (WPHP provides work equipment that includes laptop, monitor, webcam, keyboard/mouse)
• Travel/in person work: Employees will be required to attend in person, quarterly functions which will be agreed upon in advance
• Additionally, this role requires someone who can (on occasion) easily/reliably travel to/within Seattle to attend in person meetings or handle administrative tasks

BENEFITS

WPHP offers a generous benefits package which includes:

• Full insurance coverage (health, dental, vision) – coverage provided at no cost to employee!
• Retirement Plan (403b) – Employer contribution of 6% of salary after 6 full months of employment
• Paid sick leave
• Vacation - 15 days at start of employment
• Holiday leave – 11 federally observed holidays plus 3 floating holidays for you to use
• Monthly remote work stipend

Job Type: Full-time

Pay: $25.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Do you now or in the future require visa sponsorship to continue working in the United States?
• I understand that this job is fully remote but requires that I reside in Washington state and that I will need to attend quarterly in person staff retreats in Seattle.
• Do you presently reside in Washington state? If not, please indicate when you will be relocating.

Work Location: Remote