Medical Affairs Department Assistant

Provides administrative support to the Department of Medical Affairs through the performance of diversified administrative and secretarial function to include support and responsibilities for Credentialing, Quality, Provider Data Management and Medical Staff Functions as defined by the Corporate Director of Medical Affairs. . Must be detail oriented, demonstrate organizational skills, and work independently or as a team member. Must also demonstrate ability to act in a tactful, pleasantly and professional manner in stressful situations and present a strong customer service orientation.

Responsibilities

1. Open, review, and distribute office and external mail , bringing priority items to attention of the recipient.

2. Manage Committee attendance and Call Schedules

3. Complete all project work within deadlines and take ownership of the tasks as assigned with minimal oversight.

4. Assist in mass mailings.

5. Assist in coordinating meetings when appropriate.

6. Management of meeting minutes and reporting

7. Screen calls and forward to appropriate staff based upon reason for call.

8. Enter Purchase Orders and check requests as forwarded by Corporate Director

9. Assist in travel arrangements when needed for staff and CMO.

10. Assist in filing documents as assigned.

11. Maintain office supplies.

12. Assist in maintaining scanning projects.

13. Type, format and proof correspondence, reports, etc.)

14. Apply standards and SOP to assist in credentialing processes, maintenance of peer review information, provider data management as needed to support the needs of the department and at the direction of the Corporate Director

15. Assist in the management of expirables within software to ensure no laps in dates to include licenses, insurance, DEA, etc. This includes accurately and timely updates within the software to ensure up to date reporting to Credentials Manager of outliers.

16. Other duties as assigned.

Knowledge, Skills &amp Abilities

Patient Group Knowledge (Only applies to positions with direct patient contact) The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department’s identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs 2) knowledge of growth and development and 3) understanding of the range of treatment needed by the patients. Competency Statement Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist. Common Duties and Responsibilities (Essential duties common to all positions) 1. Maintain and document all applicable required education. 2. Demonstrate positive customer service and co-worker relations. 3. Comply with the companys attendance policy. 4. Participate in the continuous, quality improvement activities of the department and institution. 5. Perform work in a cost effective manner. 6. Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations. 7. Perform work in alignment with the overall mission and strategic plan of the organization. 8. Follow organizational and departmental policies and procedures, as applicable. 9. Perform related duties as assigned.

Education

• High School Diploma or GED (Required)

Experience: 2 years related experience working with physicians within an office setting.

Substitution: May substitute experience with physicians for 4 years office experience with relevant skills to match the position description.

Comment: Microsoft experience to include outlook, word, and excel.

Credentials

• No Certification, Competency or License Required

Work Schedule: Days

Status: Full Time Regular 1.0

Location: General Hospital

Location of Job: US:WV:Charleston

Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org