Administrative Support Specialist at Work Health Solutions – Tulsa, Oklahoma

Job Description: Administrative Support Specialist

Classification: Non-Exempt
Reports To: Clinic Manager

Company Summary

At Work Health Solutions (WHS), our mission is to serve the businesses and employees within our community through dedicated, unbiased occupational health services.

We fulfill this mission by living out our core values, which guide every decision, action, and interaction:

· Community Focus: We are here to serve — keeping workers safe and businesses strong.

· Team: One team, one journey.

· Consistent Excellence: We deliver every service with excellence and urgency.

· Ownership: Own it — take responsibility and make it happen.

· Communication: We communicate promptly with compassion, clarity, honesty, and respect.

Our vision is to develop a team recognized as the #1 trusted resource for occupational health services. These principles form the foundation of our culture and our commitment to exceptional care, operational integrity, and continuous growth in service to the communities we support.

Living Our Mission & Values

This role carries shared responsibility for promoting and upholding the Company’s Mission, Vision, and Core Values. Employees are expected to integrate these into their work practices, contribute to a culture aligned with them, and hold themselves accountable to these expectations.

Position Objective

This role is responsible for providing comprehensive administrative assistance to ensure smooth office operations. This role includes managing referrals, coordinating events, handling inventory and supply orders, processing attorney requests for medical records, and supporting billing, collections, and front office activities.

Essential Functions

The Administrative Support Specialist responsibilities include, but are not limited to:

1. Support WHS’s mission, vision, and values.
2. Referral Management- Process and track outgoing referrals. Communicate with providers/patients to ensure timely follow up.
3. Attorney Requests- Handle attorney requests in compliance with HIPAA regulations.
4. Provide front office support and coverage when applicable.
5. Billing & Collections Support- Assist with general billing, WC billing, and collections.

Internal Communications

6. Update and manage company news, announcements, and event information displayed on breakroom TV and Paylocity. Ensure content is accurate, timely, and engaging for staff.

Inventory & Supplies

7. Monitor office and clinic inventory levels and order supplies as needed.

8. Maintain accurate records of supply usage and vendor transactions.

Competencies

• Customer and Client Focus
• Ethical Conduct
• Attention to detail
• Time Management
• Strong organizational and multitasking skills
• Flexibility
• Strong understanding of billing and claims processes

Supervisory Responsibility

This role has no supervisory responsibility currently.

Work Environment

This position is designated as Safety Sensitive, meaning that job performance directly affects the safety of both the employee and others. Adherence to all Federal and State laws regarding drug use is required, and Work Health Solutions hires for this position accordingly. Regular walking within the clinic is required, along with direct interaction with patients, some of whom may have contagious illnesses.

Physical Demands

This role is active and physically engaging. Requirements include:

• Frequent standing, walking, bending, kneeling, and stooping.
• Regular talking and listening.
• Ability to lift or move items over 20 pounds.
• Reaching above, at, and below desk height.

Position Type and Expected Hours of Work

• Full-time position, 8 hours per day, 5 days per week.
• Overtime and work during inclement weather may be required.

Travel

Occasional travel may be required.

Required Education and Experience

1. High school diploma or GED.
2. Minimum associate degree in business or healthcare.
3. Proficiency in computer skills (Microsoft Office Suite, email, faxing, scanning, etc.).
4. Knowledge of billing systems, collection practices, and relevant laws.
5. Knowledge of check in and check out procedures

Additional Eligibility Requirements

1. Valid state driver’s license.
2. Proof of current vehicle insurance for company-related driving.

Other Duties

This job description is not intended to be an exhaustive list of all responsibilities, duties, or requirements. Duties may change at any time with or without notice.