The Administrative Assistant, Medical Records is responsible for the scheduling, tracking and processing of annual physicals and general administration for the department. In addition, this role works closely with internal and external customers such as operations, mariners, claims, medical records, and third party medical management vendors.

• Schedule, manage and track annual required physicals for vessel and shoreside personnel.
• Work with third-party medical management vendor regarding physical scheduling, clinic management and results.
• Work with third party vendor schedulers and nurses to secure daily reports and updates to maintain accurate records.
• Partner with third party vendors and Operations to locate additional clinic resources.
• Work with occupational clinics to ensure the correct physicals are completed and the results are communicated to Kirby and the mariners.
• Data management: upload incoming medical records to employee’s file.
• Ensure and maintain confidentiality of all medical records.
• Generate reports for Operations that track all physicals including those that are coming due, those that are incomplete and those that are overdue to ensure compliance can be addressed.
• Provide outreach and education to Operations and mariners.
• Attend safety seminars and lead captain meetings to provide an overview of the annual physical program and participate in Q&A sessions.
• Provide support to mariners to address any issues with completing their physical.
• Work with IT and third-party vendor on mariner access / portal.
• Maintain processes and documentation for annual physicals.
• Supports and provides backup assistance for Medical Records Coordinator.
• Various duties as assigned.

• Must interact professionally with all levels within and outside the organization.
• Excellent oral and written communication skills.
• Highly developed sense of confidentiality and working with sensitive information.
• Ability to work independently and take initiative.
• Outstanding organization and multitasking skills.
• Ability to prioritize tasks and recognize critical information.
• Technically advanced in Microsoft Office suite (Excel, Access, Word, Outlook, Visio, etc.).
• High level of proficiency with internal software (or ability to learn quickly) Crew Management System, Kirby Oracle platform, Kirby purchase order system and Kirby medical records platform.

Education:

• High school diploma, required.
• Bachelor’s degree in business administration or related field, preferred.
  

Experience:

• Minimum 3 years' experience providing support in significant administrative positions.
• General medical office experience preferred but not required.

Physical Activities & Requirements: Standard Office Criteria

Working Conditions: Standard Office Criteria