Job Description

Administrative Assistant, Med Staff/CEO
Part Time
Salary Range: $18.04-$24.27
PURPOSE OF POSITION: Provide a full scope of administrative services to supervisor, which may include confidential or sensitive information, with frequent dealings with all hospital departments and outside customers.
Specific duties will be assigned to the administrative assistant for Medical Staff and Administrator and may include but are not limited to the following:
Coordinates and/or attend Medical Staff and other assigned meetings to include preparing agendas and documents in advance of the meeting in conjunction with the Chief of Staff and CEO. Prepare minutes from meetings, recording significant elements of discussion and record action. Index and file correspondence, reports, minutes and other materials. Maintain official Medical Staff records for the District utilizing electronic storage or other appropriate retention standards. Maintain medical staff credential files and updates to provider contact information. Represent Medical Staff on other committees as assigned.
Initiate first time credentialing and re-credentialing process for providers per established rules and policies. Follow up on issues delaying completion of credentialing files. Serve as the point of contact for providers in the credentialing process. Prepare and organize credentialing packets (including delineation of privileges) for Medical Staff and HCHD Board review. Communicate with CEO and Chief of Staff on matters which may impact completion of credentialing process with a provider. Correspond with providers regarding the status of their application.
Initiate and track provider enrollment process with various insurance companies, Medicare, and Medicaid. Document and follow up on issues causing delays and communicate with the CEO and Revenue Cycle Manager on these issues. Coordinate with the CFO to add new providers to the hospital’s liability policies.
Work closely with HR and Recruiting when new providers are hired or contracted to assure onboarding process and the credentialing process are coordinated in a timely manner. Develop and carry out communication processes that ensure all appropriate staff and agencies are kept updated as to progress in credentials.
Develop and maintain proficiency with electronic credentialing software. Perform the role of leader and superuser for software related to credentialing. Understand processes and maintain relationships with key professionals to assist in problem solving. Carryout reporting and coordination of credentialing files with COIPA as determined.
Maintain full knowledge and comprehension of the Medical Staff By-Laws and the Medical Staff Rules and Regulations. Maintain the master documents and update as directed and distribute the documents as needed. Communicate with the CEO and Chief of Staff when proposed actions may conflict with current by-laws or rules.
Prepare department reports and metrics as assigned. Provide administrative support to the CEO on various projects as assigned.
Answer varied inquiries either in person or by telephone, explain policy and procedures and arrange appointments. Arrange committee meetings and ascertain possible conflicts. Compose correspondence and other documents in standardized formats from brief instructions, notes or personal knowledge and research. Verify and correct grammar and composition as required.
Maintain cooperative working relationship with hospital staff, patients, other organizations, and the public to provide quality customer service in a courteous manner. Work cooperatively with other administrative assistant(s) to ensure priorities are met.
Maintain work areas in a clean, orderly and secure manner.
Follow all safety rules and procedures for work areas.
MANDATORY REQUIREMENTS: Advanced knowledge of modern secretarial and general office principles, practices and methods, English, spelling, composition, punctuation and grammar. Knowledge of business and/or legal formats, recordkeeping systems, word processing and spreadsheet applications software (specifically MS Word, EXCEL, MS Publisher and PowerPoint). Equivalent to a high school education plus additional secretarial training and over three (3) years experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.
DESIRABLE REQUIREMENTS: Previous healthcare experience in provider enrollment and credentialing. Post-secondary education in Healthcare Administration, or Business Administration.

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