– MEDICAL STAFF COORDINATOR
REPORTS TO: CEO
STATUS: EXEMPT – FULL TIME
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.
Support CEO, with routine clerical and office
functions as assigned.
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
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
Coordinate Board of Trustees meeting and take
with PI/RM Director on approval items such as Plans/ Policy Binders as per
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
Do monthly OIG/SAM/MediCal exclusion queries
for Medical Staff and Contractors.
Licenses/Permits/Certifications Log for
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.
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
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
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.
Coordinates medical staff committee meetings
Take minutes at Ethics, P&T/IC Committee,
Quality Council and MEC meetings.
proctoring and credentials reports for MEC.
Prepare MEC Board reports on a quarterly
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
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.
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.
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.