Overview
To serve as coordinator to the Medical Staff Office and Director.
Responsibilities
Generate and publish the emergency call schedules monthly and update as needed.
Generate affiliation verifications.
Provide pre-applications and applications to new applicants.
Process pre-applications. Run primary source verifications and collect information, certificates, licensure etc necessary for applications to prospective members of the Medical Staff.
Credentials initial applications for Licensed Independent Practitioner Employees
Coordinates annual competency assessments for all Licensed Independent Practitioner Employees.
Credentials initial applications for Allied Health Practitioners (PA, CRNP, CRNA)
Credentials reappointment applications for Allied Health Practitioners within the following specialties: Emergency Medicine, Internal Medicine & Anesthesia
Perform data entry
Perform scanning and filing duties.
Assist in the preparation of packets for Allied Health Committee, Professional Activity Committee
Accumulates and prepares materials fort the Family Medicine Department Meeting.
Accumulates and prepares materials for Medical Staff key committees including the Quarterly Medical Staff Meeting and Executive Committee of the Medical Staff, which includes agenda packet preparation and on-going and follow-up documentation necessary for the smooth functioning of these committees.
Develop PowerPoint presentation for monthly and quarterly meetings.
Attend monthly and quarterly evening meetings.
Coordinate scheduling for Medical Staff meetings. (Reserving rooms, submitting catering request, etc.)
Coordinate office correspondence.
Maintain database, assign and distribute physician/AHP parking hangtags.
Responsible for the preparation of the monthly PAC/MEC Medical Staff recommendations for RMC and NMC to the DCH Board in the form of a written Board report to the CEO’s secretary.
Provide and process observation applications.
Follow up on delinquencies.
Send out information to Medical Staff as needed.
Coordinate incoming and outgoing office mail.
Manage flu vaccine documentation for the medical staff.
Prepare monthly patient satisfaction letters.
Order office supplies as needed.
Off-board credentialed staff as needed.
Responsible for running monthly queries from the Office of Inspector General (OIG) and Alabama Medicaid. Report findings to the director.
Responsible for publishing hand hygiene tracer information from the Department of Epidemiology.
Create orientation packets to include onboarding paperwork and badge (assign badge access).
Facilitate the preparation of determining agenda items and obtaining documentation needed for monthly/quarterly/biannual meetings.
Send invoices for initial/reappointing fees for providers.
Request badge(s) for new providers.
Request computer access for new L.
Communicate with Department Chairs and providers on a regular basis.
Assist in scheduling/preparing for Doctor’s Day.
Provide office support for Director.
Generate, publish and maintain slides for MD TV.
Maintain information in Rolodex.
Responsible for maintaining current expirables (license, ACSC, DEA and insurance certificates, etc.) in provider credentialing.
Take and prepare meeting minutes as needed.
Add/delete/update provider emails in distribution lists.
Some travel between Regional Medical Center and Northport Medical Center may be occasionally required.
Assist in the preparation for The Joint Commission survey for the Medical Staff Offices at RMC and NMC.
Responsible for maintaining the physician dictionary for both facilities.
Responsible for Application/Background Fee deposits into the Medical Staff Office Account.
Directs/Responsible for physician assistant requests for clinical rotations.
Directs/Responsible for the process for FPPE.
Directs/Responsible for the process for COVID Reports.
DCH Standards:
- Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
- Performs compliance requirements as outlined in the Employee Handbook.
- Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
- Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
- Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
- Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
- Requires use of electronic mail, time and attendance software, learning management software and intranet.
- Must adhere to all DCH Health System policies and procedures.
- All other duties as assigned.
Qualifications
General Education Development
- Must be able to read, write and speak English
- High School graduate or equivalent
- Five (5) years previous medical staff office experience preferred
- Computer knowledge and skills required
- Ability to handle confidential material
- Minimum typing speed 45 words per minute
- Valid Alabama driver’s license
- Current automobile liability insurance
- CPCS certification required within 5 years of employment to position
Aptitudes
- Excellent verbal and written communication skills
- Accuracy and neatness in work habits
- Professional appearance
Machines, Tools and Equipment Required to Operate
- Telephone System
- Automated Answering System
- Copier
- Personal computer and printer
- Transcription Equipment
- FAX machine
WORKING CONDITIONS
Interpersonal Relationships
- Contact with others via telephone, email, face to face
- May periodically encounter unpleasant individuals
- Individual and team work
- Writes and sends letters and memos via mail and electronic mail
Physical Work Conditions
- Light work-lifting up to 20 pounds with frequent carrying of up to 10 pounds.
- Significant sitting and walking
- Involves stair climbing, stooping and crouching, reaching and keyboarding
- Vision and hearing normal to correctable to normal
- More than 95% of work day is spent indoors in climate controlled environment
- Able to perform the duties with or without reasonable accommodation
- Hearing and vision must be normal or corrected to within normal range.
- Physical presence on site is essential
Structural Job Characteristics
- Works 40 hours per week
- Self-motivated and independent work
- Daily work with departmental software
- Environment structured with requirement to follow processes exactly
- Large degree of variability in daily work
- Monthly deadlines must be met
