Job Summary
- Provide optimum support to the Emergency Medicine Physicians, Nurse Practitioners, Physician Assistants, Directors and Department Chair.
- Review and process documents to ensure completeness, accuracy, and compliance with departmental, institutional, and medical board requirements.
- Manage provider time away from practice, ensuring adequate coverage of all Emergency Departments in collaboration with the appropriate site Directors and Dept Chair, including assisting with staffing needs for emergent call-offs or unforeseen shift vacancies due to provider illness, inclement weather, disaster, etc.
- Compile special reports as required/assigned and perform data collection or documentation as directed.
- Initiate and answer routine correspondence or inquiries.
- Coordinate and manage provider onboarding and credentialing to ensure regulations and timeframes are met.
- Maintain comprehensive files on each Physician and Advance Practice Professional (APP) containing current medical and prescribing licensure, insurance certificates, committee assignments and correspondence. Supply copies as appropriate to other departments or boards.
- Monitor expiration dates and renewal progress for all provider required licensure and certifications, reappointments, liability insurance coverage certificates.
- Maintain accurate calendars for appointment scheduling for the Directors and Dept Chair.
- Calculate and check accuracy of all provider hours worked monthly for purposes of audits and adherence to individual contracted hours.
- Assist the Providers Director with completing and maintaining the biweekly departmental payroll and payroll records as assigned, specifically related to calculating and approving appropriate Paid Time Off.
Responsibilities
- Serve as first contact point for the Emergency Medicine Department's administrative office: phone, fax, email.
- Schedule/arrange meetings as requested by Dept Chair and Directors.
- Schedule/arrange staff candidate interviews as requested by Dept Chair and Directors.
- Arrange and manage department meetings monthly, including set-up of electronics/technology and meeting room as needed. Document attendance. Complete and file meeting minutes in timely manner as outlined by Dept Chair.
- Print (from EMR) and mail (certified) culture notification letters to identified patients per Physician direction.
- Promptly update and maintain QGenda schedule with any necessary changes.
- Create and maintain Sign-ups on Genius website as needed for events and schedules.
- Ensure timely completion of workers' compensation claim forms.
- Ensure timely completion of death certificates and use DAVE system as needed.
- Assist Directors and Dept Chair with scheduling Wellbeing activities, event arrangements and related tasks.
- Distribute reminders for Medical Record completion/documentation, annual Employee Health visits, annual Employee education modules, etc.
- Order office supplies, submit maintenance orders/requests.
- Assist department members with travel and reimbursement requests, including check requests and online Concur app support.
- Assist the Lead APPs with PA/NP schools and rotator correspondence/support
- Attend division meetings as requested by the Providers Director.
Knowledge, Skills & Abilities
Skills and Competencies:
- Display impeccable office etiquette, professionalism and interpersonal skills in all correspondence, staff interactions, and meetings as a representative of the department.
- Proven time management skills and ability to multitask and triage/prioritize projects and routine tasks, even during high pressure situations or periods of higher work volume.
- Exceptional organizational skills related to electronic files, paperwork and correspondence.
- Proficiency with MS Office suite products and software, specifically Word, Outlook, Excel, PowerPoint, and Teams.
- Knowledge of office electronics and troubleshooting, i.e. fax, phone, printer, conference equipment.
- Medical terminology knowledge level adequate to assist with Pharmacy calls, patient calls/questions, forms, documentation.
- Adhere to departmental, institutional and governing board policies, procedures and deadlines.
- Ability to navigate many different types of websites and platforms used in the daily tasks and activities of the department.
Patient Group Knowledge (Only applies to positions with direct patient contact)
The employee must possess/obtain (by the end of the orientation period) and demonstrate the knowledge and skills necessary to provide developmentally appropriate assessment, treatment or care as defined by the department's identified patient ages. Specifically the employee must be able to demonstrate competency in: 1) ability to obtain and interpret information in terms of patient needs; 2) knowledge of growth and development; and 3) understanding of the range of treatment needed by the patients.
Competency Statement
Must demonstrate competency through an initial orientation and ongoing competency validation to independently perform tasks and additional duties as specified in the job description and the unit/department specific competency checklist.
Common Duties and Responsibilities
(Essential duties common to all positions)
Maintain and document all applicable required education.
Demonstrate positive customer service and co-worker relations.
Comply with the company's attendance policy.
Participate in the continuous, quality improvement activities of the department and institution.
Perform work in a cost effective manner.
Perform work in accordance with all departmental pay practices and scheduling policies, including but not limited to, overtime, various shift work, and on-call situations.
Perform work in alignment with the overall mission and strategic plan of the organization.
Follow organizational and departmental policies and procedures, as applicable.
Perform related duties as assigned.
Education
- Associate's Degree (Required)
Education: • Associate's degree or higher;
Substitution: 8 years of physician or office management may substitute for the Associate's Degree.
Minimum 3 years consistent employment history in an office setting.
Preference given to applicants with previous work experience or significant volunteer experience in a healthcare field or setting • Minimum 2 professional/employment references with positions and phone numbers
Credentials
- Drivers License (Required) Maintain valid driver's licenseMaintain valid driver's license
Work Schedule: Days
Status: Full Time Regular 1.0
Location: Staunton Ave Building
Location of Job: US:WV:Charleston
Talent Acquisition Specialist: Tamara B. Young tammy.young@vandaliahealth.org