Job Details

Acts as a liaison for the Medical Directors with other departments and outside organizations. Handling confidential information appropriately. Provides clerical, administrative, and secretarial support primarily to the Medical Directors and others as assigned. In addition to the daily routine tasks of typing, filing, scheduling, this position will assume responsibility for assigned special projects, specific project management, coordination and reporting as assigned. Attends meetings for the purpose of recording, typing, and distributing meeting minutes. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.

ESSENTIAL JOB DUTIES

1. Medical Directors Schedules: Maintains and organizes complex scheduling activities including the prioritizing and management of the Medical Directors activities including, but not limited to, meetings, travel, patient schedule, conferences, interviews, and appointments. (25%)
2. Provider Reviews: Assists the Executive Assistant Medical with providers review evaluation process for the Medical Directors. (15%)
3. Answering Service Schedules: Assists the Executive Assistant - Medical with the preparation, updating, and distribution of the medical providers answering service schedules for the Medical Directors. Coordinates alternate coverage when Service schedules must be changed for emergency situations. Ensures that appropriate providers are scheduled to maintain routine operations for on call hours. (5%)
4. New Providers: Assists the Executive Assistant Medical with the orientation schedule and coordinating with other departments. Ensures that orientation packets are up to date. Initiates the Hospital Privileging process for physicians. (5%)
5. Meetings: Assists the Executive Assistant Medical with the meeting schedules and agenda as assigned. Coordinates the meetings; scheduling speakers, types, finalizes the agenda and minutes. Responsible for the accuracy and clarity of the final copy. (15%)
6. Provider Peer Reviews: Assists the Executive Assistant Medical with Peer Review Creating review schedule, ensuring charts are available, tallying up results, and distributing results to providers. (5%)
7. Clerical: Types and designs general correspondence, memos, charts, reports, tables, graphs. Responsible for accuracy and clarity of final copy. (10%)
8. Advanced Practice Professionals: Monitors and updates contracts with supervising physician, narcotics contracts, and DEA numbers for non-physician providers as (10%)
9. Patient Satisfaction Surveys: Initiates, catalyzes, and completes the process, including distribution to sites, creating a graphical representation of the Maintains historical files of the patient surveys for comparison. (10%)

MARGINAL JOB DUTIES

1. Fills in for other staff as needed and
2. Performs other duties as

JOB SPECIFICATIONS

1. Education: Possession of a high school diploma or equivalent. Associate degree or higher preferred.
2. Licensure: N/A
3. Experience: Must have knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment, at a level generally acquired through 1+ years, or related experience.
4. Skills: An extensive knowledge of business and an excellent command of the English language. Typing, filing, computer, telephone etiquette and answering skills. Critical thinking skills essential. Strong organizational skills. Some analytical ability required to gather and summarize date for reports, find solutions to various problems, and prioritize work. Required continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Bilingual (Spanish/English) preferred. Experience with Microsoft Word, Outlook, and use of Excel spreadsheets required.
5. Interpersonal Able to communicate effectively with, and relate to, a Skills: diverse population in a professional and courteous. Able to work independently on assigned tasks as well as to accept direction on given assignments. Able to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
6. Physical Effort: Must be able to lift, carry, push, pull, and or twist while holding up to 25 lbs. frequently.
7. Hours of Work: Part time, minimum of 24 hours per week. Flexible.
8. Travel: Travel is generally not a requirement of this job. Local travel between GLBHC sites with use of personal vehicle possible. Reimbursement commensurate with corporate policy and IRS guidelines.