<p>Valley Presbyterian Hospital</p> <p>Job Description</p> <p>JOB SUMMARY:</p> <ul> <li>The LOA Specialist & Workers' Compensation Coordinator is responsible for administering, tracking, and managing all employee leave programs and Workers' Compensation claims in compliance with federal, state, and local regulations. This includes FMLA, CFRA, PDL, ADA/FEHA accommodations, non-FMLA leaves, disability benefits, and California Workers' Compensation processes. This role serves as a subject matter expert, providing proactive case management, facilitating the interactive process, coordinating return-to-work activities, and ensuring exceptional service to employees and leaders. The role also oversees extended leave cases beyond protected periods, ensuring operational continuity, policy compliance, and employee well-being. </li></ul> <p>EXPERIENCE/QUALIFICATIONS:</p> <ul> <li>Minimum of three (3) years of experience in Human Resources, leave administration, disability management, benefits, or Workers' Compensation. </li><li>At least one (1) year of hands-on California Workers' Compensation claims experience required, including coordination with Third-Party Administrators and understanding of DWC requirements. </li><li>Demonstrated experience facilitating and coordinating ADA/FEHA interactive processes, including documentation, communication, and development of reasonable accommodation plans. </li><li>Experience administering California leave programs, including FMLA, CFRA, PDL, and non-protected leaves. </li><li>Proficiency with EDD SDI/PFL programs and employer responsibilities related to disability and paid family leave claims. </li><li>Strong working knowledge of federal, state, and local leave and employment laws, including FMLA, CFRA, PDL, ADA, FEHA, HIPAA, and Workers' Compensation regulations. </li><li>Exceptional communication and interpersonal skills, with the ability to communicate clearly, compassionately, and professionally with employees at all levels. </li><li>Strong organizational skills and attention to detail, with proven ability to manage multiple cases, deadlines, and confidential matters simultaneously. </li><li>Proficiency with HRIS systems (e.g., UKG Pro) and Microsoft Office Suite; ability to generate and interpret reports. </li><li>Ability to exercise sound judgment, manage sensitive situations, and mitigate compliance and operational risks. </li><li>Ability to interpret medical certifications, restrictions, and return-to-work documentation in coordination with Occupational Health. </li><li>Strong problem-solving, critical thinking, and case-management skills. </li><li>Experience collaborating with HR, managers, Occupational Health, TPAs, and legal partners to resolve complex leave and accommodation matters preferred. </li><li>Certified Leave Management Specialist (CLMS), SHRM-CP/PHR, or related credential preferred (optional but nice-to--have). </li></ul> <p>EDUCATION:</p> <ul> <li>High Scheel diploma or GED required </li><li>Bachelor's degree in human resources, business administration, or related field preferred. </li></ul> <p>LICENSURES/CERTIFICATION:</p> <ul> <li>Must successfully complete and maintain LA City Fire Card certification at the time of hire or within the first 30 days of employment </li><li>PHR Certification preferred </li></ul> <p>MUST HAVES:</p> <ul> <li>All required licensures, certifications, mandatory education, and annual health screenings must be completed prior to their expiration dates or no later than the end of the month in which they are due. Refer to the Educational Requirements: Must Haves, Mandatory, and Unit-Based policy within the electronic policy management system for the specific requirements associated with this position. </li></ul> <p>DUTIES AND RESPONSIBILITIES (These are the essential job functions for this position. The essential functions of this job include but may not be limited to those listed in this job description. Employees hired for this position must be able to perform the essential function of this job without imposing significant risk of substantial harm to the health or safety of themselves or others):</p> <p>Leave of Absence Administration</p> <ul> <li>Administer all leave and workplace absence management programs, including FMLA, CFRA, PDL, ADA/FEHA, Workers' Compensation, non-FMLA medical leaves, and personal leaves. </li><li>Ensure full compliance with federal, state, and local employment laws, as well as organizational policies and collective bargaining agreements where applicable. </li><li>Maintain accurate and confidential LOA documentation within HRIS and secure systems. </li><li>Track hours used, leave balances, and eligibility. </li><li>Issue required notices and correspondence within mandated timeframes. </li><li>Review, evaluate, and track medical certifications and all supporting documentation. </li><li>Approve, deny, or request additional information as appropriate. </li><li>Maintain detailed case notes to ensure actions, decisions, and communications are fully documented and audit-ready. </li></ul> <p>Employee & Manager Communication</p> <ul> <li>Serve as the primary point of contact for employees, leaders, and partners regarding leave options, processes, timelines, and eligibility. </li><li>Provide clear, compassionate communication throughout the leave life cycle. </li><li>Educate employees and managers on leave policies, benefits continuation, reporting obligations, and return-to-work expectations. </li><li>Maintain regular contact with employees on extended leave to support engagement and transition planning. </li></ul> <p>Case Management & Operational Coordination</p> <ul> <li>Provide proactive case management to mitigate risk, identify trends, and ensure continuity of operations. </li><li>Collaborate with managers to develop staffing and operational coverage plans during employee absences. </li><li>Prepare and distribute routine and ad-hoc reports on leave trends, risks, durations, and operational impacts. </li><li>Monitor employees who exceed protected leave entitlements and advise on next steps in accordance with law and policy. </li></ul> <p>Workers' Compensation Administration</p> <ul> <li>Oversee Workers' Compensation claims in accordance with California Division of Workers' Compensation (DWC) requirements. </li><li>Track temporary total disability (TTD) status, work restrictions, and return-to-work progress. </li><li>Coordinate modified duty and ensure timely communications with managers, Occupational Health, and claims administrators. </li><li>Partner with Payroll to ensure accurate wage-replacement payments and pay adjustments. </li></ul> <p>Disability & Paid Leave Program Coordination</p> <ul> <li>Submit and manage EDD State Disability Insurance (SDI) and Paid Family Leave (PFL) claims. </li><li>Coordinate disability benefits, benefit continuation, and related pay adjustments. </li><li>Complete and submit required employer sections of disability forms accurately and on time. </li></ul> <p>Return-to-Work & Accommodation Process</p> <ul> <li>Partner with HR, managers, and Occupational Health to coordinate safe and timely return-to-work activities. </li><li>Lead and document the interactive process for workplace accommodations under ADA/FEHA. </li><li>Identify and recommend reasonable accommodations; develop individualized return-to-work or reintegration plans, including phased schedules or modified duties. </li><li>Ensure appropriate medical releases, fitness-for-duty clearances, and documentation are received before return. </li></ul> <p>Program Maintenance, Compliance & Risk Mitigation</p> <ul> <li>Maintain and update LOA-related policies, forms, communications, and intranet resources. </li><li>Ensure all PHI and confidential information is managed in compliance with HIPAA and organizational privacy standards. </li><li>Support dispute resolution and respond to compliance or audit inquiries. </li><li>Serve as liaison between employees, managers, Occupational Health, third-party administrators, and insurance carriers. </li><li>Monitor vendor/TPA performance where applicable and escalate service issues as needed. </li></ul> <p>Complies with VPH policies and procedures on customer satisfaction and service excellence. Demonstrates professionalism and cultural sensitivity in coordinating activities and communicating with all customers, peers, and the community at large. Conducts self in a professional, respectful, and courteous manner during all interactions. Works effectively and collaboratively with others toward common goals.</p> <p>Communicates accurately, honestly, supportively and in a timely manner with department and interdepartmental team members. Demonstrates effective business writing and oral communication skills, handwriting is clear and legible.</p> <p>Participates in operational aspects of the department and maintains/participates in performance improvement activities within the department.</p> <p>Participates in all departmental specific training, Environment of Care (injury/illness prevention, fire/life safety, hazardous materials, emergency preparedness, utilities management, medical equipment management, safety and security management), infection control (standard precautions, TB Exposure Control Plan, Bloodborne Pathogen Exposure Control Plan).</p> <p>Demonstrates knowledge of and follows safety practices. Understands the importance of safety, including patient safety in the workplace. Maintains a safe environment for self and others.</p> <p>Actively participates in the Patient Safety Program, including event reporting. Identifies sentinel events/near misses and responds per defined organization processes. Participates in education activities and process implementation. Demonstrates advocacy for the patient/customer and appropriately acknowledges patients, customers and visitors.</p> <p>The above statements reflect the essential functions considered necessary to describe the principal content of the job. They are not intended to be a complete statement of all work requirements or duties that may be inherent in the job.</p> <p>WORK ENVIRONMENT:</p> <ul> <li>Primarily an indoor office environment that is well-lit and well-ventilated, with possible work across multiple treatment and/or administrative sites. </li><li>Fast-pace and continuously active setting with a variable workload. </li><li>Frequent interaction with staff, patients, families, and the public under a wide range of circumstances. Requires clear and effective verbal and written communication in English with individuals at all socio-economic levels and from diverse cultural and ethnic backgrounds. </li><li>Exposure to frequent interruptions, multiple phone calls, competing inquiries, and emotionally sensitive situations involving accidents, injuries, illness, or death. </li><li>Responsible for responding to emergency or crisis situations in alignment with hospital policies and procedures. </li><li>Required to answer phones, respond to pages, and use communication devices such as beepers/pagers or two-way radios. </li><li>Occasional travel may be required. </li><li>Potential exposure to workplace hazards, including toxic and non-toxic chemicals, flammable materials, electrical or radiant energy, gases, and equipment with or without moving parts. </li></ul> <p>PHYSICAL DEMANDS:</p> <p>Patient Care</p> <ul> <li>Continuous standing/walking and occasional/intermittent sitting. </li><li>Continuous use of bilateral upper extremities in fine motor activities requiring fingering, grasping, and forward reaching between waist and shoulder level to handle/operate medical equipment/devices. </li><li>Frequent reaching above shoulder level and overhead. </li><li>Frequent forward bending, twisting, squatting and kneeling; occasional climbing. </li><li>Occasional repositioning and transferring patients weighing up to 200 pounds between bed, chair, and gurney. </li><li>Occasional lifting and carrying equipment weighing up to 25 pounds. </li><li>Occasional/intermittent pushing of gurneys, wheelchairs, bed and other medical equipment over tiled and carpeted surfaces. </li><li>Continuous use of near vision to read medical equipment such as monitoring devices and reading documents and computer screens; hearing and verbal communication to interact with patients, co-workers, and other customers. </li></ul> <p>Clerical/Administrative Patient Care</p> <ul> <li>Frequent sitting and standing/walking with frequent position change. </li><li>Continuous use of bilateral upper extremities in fine motor activities requiring fingering, grasping, and forward reaching between waist and chest level. </li><li>Occasional/intermittent reaching at or above shoulder level. </li><li>Occasional/intermittent bending, squatting, kneeling, pushing/pulling, twisting, and climbing. </li><li>Occasional/intermittent lifting and carrying objects/equipment weighing up to 25 pounds. </li><li>Continuous use of near vision, hearing and verbal communication skills in handling telephone calls, interacting with customers and co-workers and performing job duties. </li></ul> <p>Clerical/Administrative Non-Patient Care</p> <ul> <li>Frequent/continuous sitting with occasional, intermittent standing/walking. </li><li>Continuous use of bilateral upper extremities in fine motor activities requiring fingering, grasping, and forward reaching between waist and chest level. </li><li>Occasional/intermittent reaching at or above shoulder level. </li><li>Occasional/intermittent bending, squatting, kneeling, pushing/pulling, twisting and climbing. </li><li>Occasional/intermittent lifting and carrying objects/equipment weighing up to 25 pounds. </li><li>Continuous use of near vision, hearing and verbal communication skills in handling telephone calls, interacting with customers and co-workers and performing job duties. </li></ul> <p>PATIENT POPULATION SERVED (if applicable, this position is responsible for age-related physiological, emotional and cognitive needs of the following age groups of patients)</p>