Medical Staff Administrative/Credentialing Assistant

Purpose:
Credentials physicians and limited health professionals at appointment/reappointment and/or other related credentialing duties assigned. Prepares agendas for and attends Department and Committee meetings, records minutes transcribes minutes from shorthand or dictaphone in the final copy and maintains files. Carries out Receptionist/Other Duties, and assists with CME Program duties, as assigned. Provides Administrative support to Sr. Vice President, Quality/Medical Affairs, and assists Administrative Director and Medical Staff with other duties as outlined and required.

Responsibilities:

• Provides administrative support for CME programs (eg., contacts speaker for CV; arranges for other materials/equipment; assists with the completion of CME Request Form; sends CME prog. Announcements. Excellent interpersonal, and excellent verbal and written communication skills. Demonstrates commitment to job and responsibilities; promotes a cooperative environment for completion of job objectives. Maintains appropriate skill level; attends continuing education programs as requested/required by Department.
• Assists with the preparation for Executive Committee meetings. Prepares continuous performance improvement reports by established procedures for all assigned committees/Departments. Responsible for the timely completion of on-call schedules, including physician coverage, scheduling, etc., for assigned Medical Staff Departments. This includes recording and distribution of any/all changes made to the same. Attends to details for social functions of Medical Staff; orders flowers; completes memorials, as requested.
• Prepares files for microfilming/scanning by Record Retention Policy for Department/Hospital. Orders supplies/equipment for Department. Prepares Special Reqs. Assists in Medical Staff Lounge maintenance of computer supplies, food/beverages, bulletin board & overall tidiness.
• Coordinates and prepares financial records for Med Staff and Med Educ funds as assigned. Maintains checking accounts and performs bookkeeping procedures including ledger entry posting, balancing the books, depositing funds, issuing checks, reconciling bank statements, and preparing periodic financial reports. Works with auditors annually by the established procedure for the following accounts: - Medical Education Fund- Medical Staff Fund (Checking)- Library Trust Fund- Portfolio Investment Accounts- Other financial accounts- Collects Medical Staff Membership DuesReceptionist for Department:- Greets Visitors- Telephone communications- Mail Distribution- Prepares documents & large mailers for all Department requests in this regard.- Maintains individual physicians' attendance profiles
• Assists Administrative Director in compiling information for various agencies and/or Hospital departments, correspondences, schedules, etc. Assists the Administrative Director in preparing for all Hospital surveys by JC, & the Department of Health, as appropriate. According to the procedure, reference requests for present/past Med Staff members & LHPs are completed in conjunction with the President of Medical Staff.
• Performs secretarial/administrative functions for CMIO/VP Clinical Quality & Compliance, VPMA, and Administrative Director, including correspondence, maintaining a personal calendar of appointments, and other duties assigned. Uses initiative in carrying out these functions. Types letters, memos, etc., accurately and timely. Takes dictation, transcribes notes, and distributes as directed or by the procedure.
• Preparation of agendas for assigned Departments/Committees; attends (as required), records, and transcribes minutes and related correspondence, such assignments may be added to or deleted from, as deemed necessary by the Administrative Director.
• Prepare & maintain automation of suspense system to ensure current Med Staff/LHP license, DEA, prof. Liability insurance, and required certifications, as assigned for this position. Maintains provisional Medical Staff review appointments/ information, notifies supervising physician, and prepares necessary correspondence promptly. Timely makes all Board of Directors letters recommended changes in Medical Staff files, and respective office manuals & notifies necessary individuals of such changes.
• Processes Medical Staff applications, applications, reappointment applications, requests for changes in privileges, achievement recognitions & resignations by the established standard of practice. Verifies all documents received accurately and timely according to the procedure. Coordinates required interviews. Prepare all documentation to be submitted to the Credentials Committee for review and properly prepare new individual files in an organized manner.