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Executive Admin Assistant - Medical Coordinator at Aurora Behavioral Health Care San Diego

Executive Admin Assistant - Medical Coordinator

Aurora Behavioral Health Care San Diego San Diego, CA Full-Time
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TITLE: EXECUTIVE ASSISTANT – MEDICAL STAFF COORDINATOR

DEPARTMENT: ADMINISTRATION

REPORTS TO: CEO

STATUS: EXEMPT – FULL TIME

SUPERVISES: N/A

SHIFT: DAY

 

Position Summary: To provide administrative support to the Chief Executive Officer (CEO), the organization administrative operations, and Medical Staff office functions, facilitating the flow of information and accomplishment of the organization objectives.

Executive Assistant (EA):

  • Support CEO, with routine clerical and office functions as assigned.

    • Pick up mail – Admin mailbox

    • Telephone: Screen incoming calls & route messages; place calls on CEO's behalf as requested.

  • Support hospital administrative functions; such as coordinating with Corporate Office on contract approval process, capital expense requests (CER), credit card purchases, new driver & insurance related requests, travel requests, etc.

  • The EA is the designated Travel Liaison of the hospital and responsible for coordinating all travel requests.

  • Support CFO, DCS and senior administrative positions.

    • Will mainly support CFO with CER’s and IT requests.

    • Occasionally support requests from the other Senior Leadership

  • Format, prepare and/or edit material such as letters, memos, contracts and reports and maintenance of Administration files, which may be confidential in nature.

  • Maintain department's office supplies, ordering and replenishing as needed.

  • Participate and take Department Head meeting minutes.

  • Coordinate Board of Trustees meeting and take minutes.

    • Coordinate with PI/RM Director on approval items such as Plans/ Policy Binders as per schedule.

    • Collect Board reports from Department Heads and from various committees and sources as they make their way through the approval process.  Set up meeting binders and Conference Central number.

  • Responsible for maintenance and distribution of various logs and calendars for facility; 5150 certification log, general hospital events/meeting calendar, Administrator on Call schedule, Weekend MD Coverage Schedule.

  • Do monthly OIG/SAM/MediCal exclusion queries for Medical Staff and Contractors.

  • Licenses/Permits/Certifications Log for Aurora–

  • Keep the log up to date for Aurora SD’s license, permits, certifications, etc. and remind DH’s if one is going to expire so they can follow up.

  • Service Director (MD) timesheets – Keep track of monthly timesheets submitted.

  • Assists Administration in preparing for various regulatory surveys, audits, and site reviews.

  • Assists with IT issues and acts as liaison between the IT vendor and facility; placing requests for new hardware/software, tracking on-site inventory.

  • Medical Staff Coordinator:

  • Maintenance of Medical Staff (MS) & Allied Health Professional (AHP) files and Microsoft Access database.

  • Coordinates the MS & AHP application process; including issuance of initial and reappointment applications, forward applications to CVO and track process, and prepare files for Credentials Committee/MEC review.

  • Format, prepare and/or edit material such as letters, memos, and reports which may be confidential in nature.  Prepare letters post Board approval.

  • Respond to routine requests for hospital affiliation requests.

  • Coordinate and track proctoring process with Medical Records Department; work with Credentials Committee Chairperson on annual Proctoring Plan review.

  • Do MS/AHP monthly expirables queries: licenses/DEA/insurance.  Send monthly reminders to practitioners as needed.

  • Meeting Management:

    • Coordinates medical staff committee meetings and minutes.

    • Take minutes at Ethics, P&T/IC Committee, Quality Council and MEC meetings.

    • Prepare proctoring and credentials reports for MEC.

  • Prepare MEC Board reports on a quarterly basis.

  • Prepare Ad Hoc Board meetings to approve credentials.

  • Regularly update MS & AHP Roster and distribute to departments.

  • Responsible for assisting MS in updating and maintaining MS Bylaws, Rules & Regulations, Policies and other MS forms in accordance with TJC and state and federal regulations.

  • Maintain knowledge of Joint Commission (TJC), Title 22, and CMS regulations in relation to Medical Staff and Leadership standards.



QUALIFICATIONS AT ENTRY:

Two-year business degree or equivalent in experience, by means of 3-5 years of previous Executive Assistant experience in a hospital or medical environment. Medical terminology and computer experience necessary. Must be proficient with all aspects of Microsoft and Outlook applications including Access. Experience with meeting management and excellent minutes taking skills. Must have Medical Staff Office experience; credentialing experience and/or CPCS, or CPMSM certification a plus. Office organization, time management and problem-solving skills; diplomacy, flexibility and telephone etiquette; excellent business English skills and familiarity with business formats and principles for correspondence and files; basic math skills; excellent typing skills; attention to detail.  Discretion and ability to maintain information as highly confidential is essential. Prior experience with Joint Commission survey desired.

Minimum Education
High School or equivalent required, College degree preferred.

Minimum Work Experience
Experience in a psychiatric setting preferred; minimum of 5 years experience as executive assistant.

PHYSICAL AND MENTAL REQUIREMENTS OF JOB:

Must be able to stoop, kneel, crouch, reach, walk, pull, lift, finger grasp and perform repetitive motions of the wrist, hands or fingers.

Recommended skills

Board Reports
Clerical
Communication Skills
Cpcs
Cpmsm
Medical Credentialing
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