ADMIN ASSISTANT
: Job Details :

Responsibilities The Administrative Assistant is responsible for providing administrative support for the Administration Department staff, including performing clerical duties, attending departmental and clinical meetings, coordinating medical staff activities, maintaining medical staff files and providing support relating to personnel matters as required. QUALIFICATIONS Education: High school diploma or equivalent is required. Associate Degree in Business Administration or related field preferred; or an equivalent combination of education and experience. Experience: At least three (3) years' experience as an Administrative Assistant in a health care setting. Additional Requirements: Must be proficient using computer; knowledge of medicalterminology, and thorough knowledge of Word and Excel software programs; shorthand experiencedesired. Qualifications PRIMARY RESPONSIBILITIES

Coordinate with Director's and Facility Management to gather information to respond to inquiriesand/or prepare reports as requested.

Respond to questions and inquiries about the facility in a professional and courteous manner.

Support the Administration Department by maintaining an organized environment with a courteous professional demeanor.

Perform clerical tasks for CEO & Medical Director including facility administrative records, answering/initiating phone calls and intercom pages in a professional manner.

Perform routine facility filing for the CEO and Medical Director.

File all corporate mail promptly in specific files and respond to inquiries as appropriate.

Maintain and update physician/licensed practitioner and facility operation contract books.

Coordinate the Chief Executive Officer's daily schedule and organize meetings as assigned.

Coordinate the conference room schedule, responding in a timely fashion and appropriately to all

Schedule meetings for the Medical Director as necessary.

Serves as hospital Patient Advocate.

Ensures that all patient grievances and concerns are addressed and patients are notified of

resolutions.

Prepare and mail monthly meeting calendars to the medical staff and facility staff.

Assume responsibility for the finished product whenever a typing, copying or filing task is

Compose and type all correspondence and reports for the Chief Executive Officer, and Medical

Ensure that pertinent information is reported to the Consulting Board, Medical ExecutiveCommittee, Medical Staff Committees and Facility Committees.

Maintain all hospital and medical staff policy and procedure manuals and assist Department Heads with revisions as requested.

Attend and maintain complete minutes for various facility meetings, which may include meetings of the Medical Executive Committee, Medical Staff Committees and Administrative Management

Initiate verification of medical staff credentials for each new applicant and reappointment ofexisting medical staff members, working closely with Medical Director.

Maintain and ensure all areas of physician/licensed practitioners credential files are current.

Maintain all medical staff rosters in an effective manner.

Type and distribute medical staff and administrator on-call rosters to all appropriate Departments and Programs.

Coordinate travel arrangements for the Chief Executive Officer and key personnel.

Open and distribute mail for the CEO and Medical Director.

Order supplies for the department; maintain a cost-effective and efficient office.

Assist in the preparation of licensing and accreditation surveys.

Maintain the Consulting Board of Trustees/Governing Board Bylaws, Medical Staff Bylaws and rules and

Consistently prioritize work-loads to ensure daily work is completed.

Adhere to facility, department and Corporate Personnel Policies and Procedures.

Attend all mandatory facility in-services and staff development activities as scheduled.

Adhere to facility standards concerning conduct, dress, attendance and punctuality.

Assist and support facility-wide quality/performance improvement goals and objectives. Maintain confidentiality of facility employees and patient information.

Notify medical staff and A&R of any physician coverage change.

Receive physician monthly payroll invoices; verify dates, acquire signatures, forward to payroll.

Maintain physician contracts and copies of physician invoices.

Maintain (and distribute to payroll monthly), professional staff agreement/compensation log.

Serve as hospital notary.

Assist A&R with CME procedures.

QD census; data entry, distribution.

Schedule of medical staff and resident call coverage, monthly and yearly schedule.

Coordinate closely with forms committee for revision and/or creation of hospital forms.

Assist with departmental and corporate personnel policy/procedure revisions/additions.

Note: The essential job functions of this position are not limited to the duties listed above. KNOWLEDGE, SKILLS, AND ABILITIES THIS SECTION DESCRIBES WHAT KNOWLEDGE, SKILLS AND ABILITIES AN EMPLOYEE IN THIS POSITION SHOULD CURRENTLY POSSESS. THIS LIST MAY NOT BE COMPLETE FOR ALL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR THIS POSITION.

Knowledge of administrative office procedures.

Knowledge of Medical Staff Bylaws, JCAHO, and Consulting Board of Directors Bylaws.

Knowledge of facility and corporate policies and procedures.

Knowledge of procedures for credentialing medical staff and allied health professionals.

Knowledge of computer and various software packages, including Word, Excel, PowerPoint.

Skill in organizing and prioritizing workloads to meet deadlines.

Skill in telephone etiquette and paging procedures.

Effective oral and written communication skills.

Ability to interpret, adapt and apply guidelines and procedures.

Ability to use good judgment regarding administrative issues.

Ability to communicate effectively with patients and co-workers.

Ability to adhere to safety policies and procedures.

Ability to use good judgment and to maintain confidentiality of information.

Ability to work as a team player.

Ability to demonstrate tact, resourcefulness, patience and dedication.

Ability to accept direction and adhere to policies and procedures.

Ability to recognize the importance of adapting to the various patient age groups (adolescent, adult and geriatric).

Ability to work in a fast-paced environment.

Ability to meet corporate deadlines.

Ability to react calmly and effectively in emergency situations.

PHYSICAL, MENTAL, AND SPECIAL DEMANDS MODIFICATIONS TO THE MANNER IN WHICH THIS JOB MAY BE PERFORMED WILL BE REVIEWED ON A CASE BY CASE BASIS.

Ability to sit for long periods of time (up to 8 hours).

Ability to reach above and below the waist, turn, twist and manipulate small tools (copier,computer, telephone, typewriter, calculator, safe, facsimile machine).

Ability to move frequently in the completion of job requirements.

Ability to repetitively move the hands when typing.

Ability to see well enough to read handwritten and typewritten material.

Good hearing is needed for frequent telephone use and dictation.

Ability to handle a variety of repetitive tasks.

Ability to handle multiple projects and tasks under deadlines and with short notice.

MACHINES, TOOLS, EQUIPMENT, AND OTHER WORK AIDES: THIS SECTION DESCRIBES THOSE MACHINES, TOOLS, EQUIPMENT AND OTHER WORK AIDE AN EMPLOYEE IN THIS POSITION MUST BE ABLE TO USE.

Computer and software programs.

Facsimile machine.

Copy machine.

Electronic dictation equipment.

Calculator/10-key

Telephone and paging System.

Policies, procedures, plans and program manuals.

EMPLOYEE ACKNOWLEDGMENT; I have received a copy of the position description and the criteria-based performance/competency evaluation and have read and understand the contents.