Medical Staff Specialist/Administrative Assistant

Job Description Summary

The Medical Staff Specialist / Administrative Assistant provides high-level administrative and operational support to the Medical Staff Services Department. This role supports physician credentialing, committee coordination, while maintaining strict confidentiality and accuracy. Performs a wide variety of administrative duties in support of the Director, Medical Staff Services.

Job Description

1. Completes daily assignments by the end of the day, long–term assignments are completed by deadline, rush assignments are completed as requested.

a. Files and records are up–to–date, accurate and complete, as observed by the director/manager.

b. Correspondence, memos and reports are accurate and grammatically correct and completed within time frame specified by the director/manager.

c. Photocopies are clear and readable.

d. Correct number of photocopies are provided when needed.

e. Orders office supplies as needed in a timely manner and maintains an organized supply closet. Maintains organization of the file room.

f. Manages the lab coat orders for the medical staff in a timely, cost effective manner. Maintains organization of the coat storage area; monitoring monthly according to the additions/resignations of the medical staff to maintain only active members’ lab coats.

g. Ensures physician email and business/practice addresses are updated and current. Notice of these changes are sent to the appropriate parties in a timely manner. Software is updated with new practice address and coverage group when applicable.

h. Assists in special projects as needed and under the guidance of the Director of the department.

i. Assists in the management of the Resident and Student education programs and orientation.

j. Assists Manager in the maintenance of Medical Staff By-Laws. Works closely with the Medical Staff By-Laws Committee, attending meetings, taking minutes and assuring that approved changes are completed in the master copy of the By-laws.

2. Routinely handles highly sensitive and confidential information.

a. Consistently maintains confidentiality of Department information, as observed by director/manager.

3. Creates charts/forms and types a wide range of correspondence, reports, memos, proposals, and contracts.

a. May compose brief memos, notes or correspondence at director/manager request.

b. Edits material prepared on a timely basis.

c. Handles correspondence for staff and Department as approved by director/manager.

d. Prepares for interdisciplinary team meetings.

4. Triage main phone lines and that of the Director appropriately according to the Department Policy.

a. Answers, directs telephone calls, takes messages and provides information as required . Maintains and revises director/manager’s calendar of appointments.

b. Screens all walk–in vendors and suppliers and handles telephone calls for same.

c. Maintains professional manner in all situation in person or via phone

d. Calls are screened accurately.

e. Messages are always complete and accurate.

5. Responsible for the Department mail: sorts and distributes mail to individuals. Maintains the physician mailbox area, adding and removing as the medical staff needs change.

6. Assists in setting up meetings, committee meetings, and appointments as requested by Director/manager.

a. Collects, collates and distributes Medical Executive Committee (MEC) packets by noontime the Friday before MEC meeting either by hand or via available software

b. Rooms and equipment and Dining Room orders are booked as directed.

c. Calendar is accurate.

d. The director/manager is informed of changes within a timely fashion.

e. Meetings are arranged as directed.

f. Meeting attendance is entered in database in a timely manner.

g. Accurate meeting announcements are distributed as required.

h. Work with the director and scheduled guests to ensure that all equipment and presentations are compatible and without issue for the meeting at hand.

7. Performs special projects as requested by Director/manager.

8. Handle patient referrals and calls for information as needed in a professional manner according to South Shore Hospital policy and HIPAA regulations

9. Performs duties and responsibilities specific to Department/Program.

a. Will oversee the accuracy of the ED on—Call Database in a timely manner so that ED Schedules are updated 3 days before the end of the month.

b. Updates (medical licenses, license application, DEA, Controlled Substance Certificate, certifications, CME's etc) are filed in timely manner in the practitioner files

c. Maintaints the Medical Staff Meeting calendar and the Medical Staff Training Room schedule.

d. Utilizes information systems and telecommunication services as instructed, including phones, voice mail, email, faxes, and paging systems as assigned.

e. Will be requested to attend and possibly work in the capacity of the position at several functions per year, both at SSH and off-site as needed.

10. Coordinates, screens and process contracts for GME and Students (Medical and APC)

11. Processes, maintains and coordinates GME program rotations and onboarding

12. Processes, maintains and coordinates Students (Medical and APC) program rotations and onboarding

13. Supports the departmental record keeping of finances and Medical Staff bank account as needed

14. Supports the coordination, management, and processing of Medical Staff functions and events

Must possess strong knowledge of medical staff office administration as normally obtained through three (3) years experience in healthcare, managed care or credentialing. Must possess strong professional verbal and written communication skills. Requires astute judgement in human relations skills to interface and communicate in an articulate manner with Medical Staff, administrators, legal counsel and hospital personnel. Requires proficiency in MS Office and ability to work with common office software and personnel.
Position requires ability to produce a quality product for review by Medical Staff Committees, Medical Staff Officers, Administrators, Board of Trustees and external regulators.

Minimum Education - Preferred
Two years college education is preferred. Associate’s degree in Business or Secretarial Science preferred.
Minimum Work Experience
Minimum of three (3) years experience in related position in healthcare; preferably in Medical Stafff or Credentialing Departments.