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The Office of the Chief Medical Examiner (OCME) investigates the cause and manner of death for deaths that occur under violent, suspicious or unexplained circumstances. The OCME provides state-wide coverage of medicolegal investigative services 24-hours per day, 7 days per week, across the Commonwealth of Massachusetts. The role of the medical examiner is to complete death certificates and applicable reports for all deaths that fall under OCME jurisdiction. This is done through the review of medical records, police reports, laboratory results, and/or decedent examination.
As an Office Support Specialist II, you will be responsible for the administrative support needs of all medical examiners. This role requires maintenance of physical and electronic records, professional communication with the public and internally, accurate data entry skills, and excellent organizational skills. Candidates should be familiar with Microsoft Office applications, such as Word and Excel, and medical terminology. Attention to detail and the ability to multitask is a required skill. Previous experience in an administrative medical setting is preferred.
Administrative staff work in-office 5 days per week from 8am-4pm, including one weekend day. Once trained and proficient in administrative job duties, your schedule will conditionally include one remote workday per week. As non-essential personnel, administrative staff will not be expected to work during recognized Massachusetts state holidays.
Duties and Responsibilities:
1. Creates and updates death records in the Electronic Death Reporting System (MAVRIC) that fall under OCME jurisdiction.
2. Reviews, verifies, and updates decedent demographic data that is present on the death certificate.
3. Verifies any noted discrepancies for death record information with the Medical Examiner and/or Medicolegal Investigator (MLI).
4. Engages in routine data entry into the OCME's electronic medical record system, CMTS (Case Management & Tracking System), in an accurate and timely manner.
5. Scans and electronically attaches records into CMTS.
6. Prints, files, organizes and maintains all paperwork in the appropriate case files.
7. Answer inquiries, via email and telephone communication, from families, physicians, insurance companies and other public entities regarding our cases.
8. Notifies legal next of kin of death certificate completion within the Funeral Home Release Portal.
9. Attaches the final OCME death record in the Funeral Home Release Portal for review by law enforcement.
10. Responds to inquiries on behalf of the medical examiner and, when necessary, refer to appropriate staff as needed.
11. Prepares and notarizes non-communicable disease letters, as requested by funeral homes.
12. Assists the Medical Examiner with case completion by reviewing case details and communicating with other OCME departments on their behalf.
13. Maintains quality of data entry into all platforms used by the OCME, to include the Funeral Home Release Portal, CMTS, and MAVRIC.
14. Fulfills requests for OCME reports and documents submitted by legal next of kin, insurance companies, and treating physicians.
15. Assists with the administrative decedent release process in the Funeral Home Release Portal, as needed.
16. Participates in routine audits and quality assurance reviews of administrative data entry.
17. Performs other duties as assigned.
Qualifications:
First consideration will be given to those applicants that apply within the first 14 days.
Applicants must have at least (A) three years of full-time, or equivalent part-time, experience in administrative work experience or (B) any equivalent combination of the required experience and the substitutions below:
Substitutions:
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required experience.
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Educational substitutions will only be permitted for a maximum of two years of the required experience.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.