Job Description:

Description

COVENANT HEALTHCARE

US:MI:SAGINAW

DAY SHIFT

PART TIME BENEFITED

Summary:

THE ADMINISTRATIVE ASSOCIATE (AA) TO MANAGER/MEDICAL STAFF SERVICES DEPARTMENT DEMONSTRATES EXCELLENT CUSTOMER SERVICE PERFORMANCE CONSISTENT WITH THE STANDARDS CONTAINED IN THE VISION, MISSION AND VALUES OF COVENANT HEALTHCARE SYSTEM.

The AA is responsible for providing overall support to the Manager and Medical Staff Services Department (MSSD) and being the face of the Medical Staff Office for those who stop in and/or call. The AA will collect, file, and prepare physician on-call schedules, prepare and deliver application packets for medical staff/allied health staff applicants, and respond to verbal and written requests for practitioner information. The AA will maintain the professional staff expireable information and be responsible for entering pertinent practitioner data in the OneApp (MSO) physician database and files. The AA will also order supplies and maintain adequate inventory staying within departmental budget. The Administrative Associate must be a self-starter and able to work independently with minimal supervision. They will assist with various meeting preparation activities including securing meeting locations, agenda preparation and taking/transcribing of minutes. They will independently compose grammatically correct correspondence and be responsible for maintaining accuracy, organization and confidentiality of Medical Staff Services Department documentation.

Responsibilities:

DISPLAYS EXCELLENT INTERPERSONAL SKILLS, AND SUPEROR CUSTOMER SERVICES SKILLS WITH ABILITY TO WORK EFFECTIVELY UNDER PRESSURE, ABILITY TO WORK ACCURATELY DESPITE FREQUENT INTERRUPTIONS WHILE DEMONSTRATING FLEXIBILITY AND BUSINESS ETIQUETTE DURING TIMES OF HIGH STRESS.

CONTRIBUTES TO ORGANIZATION SUCCESS TARGETS FOR PATIENT SATISFACTION AND NET OPERATING MARGIN.

RESPONSIBLE FOR PROVIDING OVERALL SUPPORT TO MSSD MANAGER AND MSSD STAFF AND PROVIDES COVERAGE AS NEEDED.

PREPARES MEDICAL STAFF MEETING AGENDAS AND PACKETS ONE WEEK PRIOR TO MEETINGS AND DISTRIBUTES AS APPROPRIATE. ASSURES ROOM, INVITATIONS, FOOD, AND AUDIOVISUAL EQUIPMENT IS ARRANGED.

DISPLAYS CONFIDENCE AND PROFESSIONALISM IN COMMUNICATING WITH MULTIPLE LEVELS IN THE ORGANIZATION, AND EXTERNAL TO THE ORGANIZATION, I.E.HFAP.

DATA ENTRY OF PRACTITIONER INFORMATION IN THE ONEAPP (MSO) CREDENTIALING DATABASE SYSTEM.

RESPONSIBLE FOR RUNNING MONTHLY REPORTS, NOTIFYING, OBTAINING AND MAINTAINING EXPIREABLE INFORMATION SUCH AS DEA REGISTRATION, STATE LICENSES, LIABILITY INSURANCE, BOARD/SPECIALTY CERTIFICATIONS AND ACLS CERTIFICATION FOR MEDICAL STAFF/ALLIED HEALTH PROFESSIONALS.

COMPLETES VERIFICATION REQUESTS FOR MEDICAL STAFF MEMBERS.

COORDINATES THE PREPARATION OF SECTION/DEPARTMENT MEETING AGENDAS, PREPARES MULTI-MEDIA PRESENTATIONS, MEETING LOGISTICS PLANNING, ORDERS CATERING, SENDS INVITATIONS TO COMMITTEE MEMBERS, ATTENDS, TRANSCRIBES AND PREPARES MINUTES AND ACTION PLANS. ACCOUNTABLE FOR FOLLOW-UP AND COMMUNICATION WITH APPROPRIATE DEPARTMENTS AND INDIVIDUALS OF MEETING OUTCOMES.

ORDERS OFFICE SUPPLIES, COPY PAPER, ETC. AND MAINTAINS ACCURATE RECORDS FOR BUDGET PURPOSES.

COLLECTS, PREPARES AND KEEPS FILE OF ON-CALL SCHEDULES.

COMPOSES, TYPES AND DISTRIBUTES LETTERS AND MEMOS PREPARES BILLING STATEMENTS, COLLECTS, AND DEPOSITS ANNUAL MEDICAL STAFF/ALLIED HEALTH STAFF PROFESSIONAL DUES.

PREPARES, ORGANIZES AND SCANS FILES FOR MEDICAL STAFF AND ALLIED HEALTH STAFF APPLICANTS.

DEMONSTRATES FLEXIBILITY AND RESPONSIBILITY IN ACCEPTING WORK ASSIGNMENTS, AND REARRANGING WORK HOURS WHEN NEEDED.

DEMONSTRATES AN AWARENESS OF LEGAL/CONFIDENTIALITY ISSUES SPECIFIC TO MEDICAL STAFF QUALITY AND PEER REVIEW AND ADHERES TO ALL RELATED POLICIES.

DEMONSTRATES EXCELLENT PROBLEM-SOLVING ABILITIES.

SUPPORTS IRB AND QUALITY ACTIVITIES AS NEEDED AND DIRECTED.

ASSISTS MEDICAL STAFF WITH PROCESS FOR ELECTION OF DEPARTMENT AND SECTION CHAIRS.

ASSISTS THE VICE PRESIDENT OF MEDICAL AFFAIRS AS NEEDED AND IN THE ABSENCE OF THE ADMINISTRATIVE ASSISTANT.

DEMONSTRATES EXCELLENT COMMUNICATION SKILLS, NEGOTIATION SKILLS, DIPLOMACY AND ASSERTIVENESS.

BUILDS AND NURTURES PROFESSIONAL, EFFECTIVE RELATIONSHIPS WILL ALL MEMBERS OF THE HEALTHCARE TEAM.

MANAGES CONFLICT EFFECTIVELY, STRIVING FOR WIN-WIN OUTCOME.

Other information:

EDUCATION/EXPERIENCE
Associates degree preferred in business, office management, health sciences or related field.

EXPERIENCE WORKING WITH PHYSICIANS HIGHLY DESIRED.

MEDICAL TERMINOLOGY COURSEWORK OR KNOWLEDGE REQUIRED.

MEDICAL STAFF OFFICE EXPERIENCE PREFERRED.

A MINIMUM OF 2 YEARS EXPERIENCE IN HOSPITAL SETTING DESIRED.

A MINIMUM OF 2 YEARS EXPERIENCE AS ADMINISTRATIVE ASSISTANT (MEDICAL STAFF OFFICE OR HOSPITAL SETTING PREFERRED).

Demonstrated experience with Windows and Microsoft Office suite, especially Word, PowerPoint, Excel Experience working with physicians desired.

KNOWLEDGE/SKILLS/ABILITIES
Exceptional written, verbal, composition, and communication skills.

EXCELLENT ORGANIZATIONAL SKILLS WITH ABILITY TO WORK UNDER PRESSURE, WHILE PRIORITIZING AND MULTITASKING.

ABLE TO ACCURATELY TYPE 40 WPM.

STRONG COMPUTER SKILLS WITH WORD PROCESSING AND DATABASES.

MEETING MINUTE-TAKING AND TRANSCRIPTION.

ABILITY TO WORK IN A TEAM ENVIRONMENT IN A COLLABORATIVE MANNER.

DETAIL AND RESULTS ORIENTED, WITH EMPHASIS ON ACCURACY.

SELF-MOTIVATED AND ABLE TO WORK AUTONOMOUSLY.

Demonstrates ability to maintain information in a confidential manner and can make good decisions.

WORKING CONDITIONS/PHYSICAL DEMANDS
Ability to maintain punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards.
Frequent sitting, talking and hearing.
Occasional lifting up to 50 lbs.
Occasional standing, walking, lifting, carrying, reaching and handling.

NOTICE REGARDING LATEX SENSITIVITY IN APPLICANTS FOR EMPLOYMENT.

IT HAS BEEN DETERMINED THAT COVENANT HEALTHCARE CANNOT PROVIDE A LATEX SAFE OR LATEX FREE WORK ENVIRONMENT AT ANY OF ITS FACILITIES. UNFORTUNATELY, THAT MEANS THAT ANY INDIVIDUAL, INCLUDING AN APPLICANT OR AN EMPLOYEE, IS LIKELY TO BE EXPOSED TO LATEX WHILE ON COVENANT S PREMISES. THEREFORE, LATEX TOLERANCE IS CONSIDERED TO BE AN ESSENTIAL FUNCTION FOR ANY POSITION WITH COVENANT.

Covenant HealthCare is an equal opportunity employer.

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