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Position Summary

Assists the Director of Medical Staff & Administrative Services in all phases of administrative work. Also provides administrative support to the Sr Administration Team. Duties include a variety of administrative/clerical functions to include answering/routing of telephone calls, scheduling appointments, filing, maintaining credentialing files, typing, sending and receiving correspondence, greeting visitors. Accurately records and transcribes department minutes and ensures timely follow through when warranted. Utilizes proficiency with Microsoft Office products and database entry/management with meticulous attention to detail. Exhibits high degree of responsibility with confidential and sensitive nature of responsibilities.

Duties include a variety of administrative functions to include, but not limited to:

Assistance with maintaining executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments as needed.

Answering and directing calls to appropriate executives and parties, taking messages.

Greeting visitors and determining access to appropriate parties.

Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.

Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.

Assists in processing credentialing files for new medical staff appointments, re-appointments, locum renewals, and student clinical rotations following established protocols as directed.

Conducts necessary research via internet methods and/or other correspondences to verify medical staff credentials.

Records relevant and delineated documents in electronic database and hard copy file for each provider.

Maintains confidentiality of all medical staff records to include electronic and hard copy files.

Monitors database for pending expirations of licenses, certifications, malpractice insurance, quality metrics, etc.

Follows up pending expirations with providers, agencies, practice managers, etc. Ensures there are no lapses in needed records.

Generates reports as requested or per policy to communicate specified data from the database as directed.

Prepares verification letters and case logs for other Verification Offices, following established policy and authorized language.

Updates Meditech system with new providers credentialed through MSS department and when otherwise needed as directed.

Other duties as needed

Qualifications

High School Diploma or GED. Associate's degree in Business Administration preferred.

At least 2 years of administrative experience in an office environment.

Strong organizational skills; ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Demonstrated self-starter and ability to take initiative.

Ability to communicate effectively both orally and in writing with employees, Board members, vendors, and public.

Ability to establish and maintain effective working relationships with employees, management and Board members.

Strong customer service skills.

Strong attention to detail; ability to organize and prioritize work; ability to work independently in a fast-paced environment.

Ability to manage and maintain confidentiality.

Excellent computer skills including Microsoft Office (and preferably MD-Staff).