Technical Assistant - Medical Staff Services

The Technical Assistant is responsible for providing administrative and secretarial support for the Director, Managers, Clinical Coordinators and staff of one or more departments. including record and manual maintenance, establishing essential presentations and databases, extensive travel arrangements and first line interactions regarding internal/external customer concerns. Collect, review, and organize sensitive documents such as state licenses, certifications, track expiration dates, input new data, and ensure records are kept strictly confidential.

Essential Job Functions

• Maintains department(s) databases, primary records, manuals, and reference materials. Duties include system maintenance and data integrity for multiple system applications which may reside on more than one information system. Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for projects and programs based on needs identified by the staff and leadership for the department(s) and/or organization.
• Provides administrative and secretarial support to Directors, Managers, Clinical Coordinators and their staff for one or more departments including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes, etc. Coordinates functions for identified department staff including physicians if applicable. Duties may include but are not limited to:

Coordinating and maintaining appointment calendars.

Arranging meetings and preparing agendas, meeting notices and presentation materials.

Attend and transcribe meeting minutes.

May monitor allocation of expenses to appropriate cost centers.

Obtaining special services as needed.

Appropriate supply maintenance.

Site, material, and equipment preparation for events, meetings, educational offerings and presentations.

May assist in collating and scheduling department evaluations for Director and Managers.

Responsible for arrangement, typing, distribution and maintenance/revision of Billings Clinic policies and procedures. Coordinates with management staff to revise policies and procedures (department-specific and hospital-wide).

• Coordinate with and assist Directors, Managers, Clinical Coordinators and their staff with travel arrangements including but not limited to:

Research costs and assist with initial paperwork for request for travel.

Complete Billings Clinic Business Travel/Education Expense form, including estimated expenses.

Work with outside vendors to arrange approved travel expenses (i.e. hotel, airline reservations, registration).

Obtain necessary signatures for approval; submit expense forms to accounting to request pre-payment of approved hotel, airline, and registration expenses.

Complete "Actual Expenses" portion of the Billings Clinic Business Travel/Education Expense form. Submit airline ticket stubs, detail of hotel charges, and receipts for reimbursable expenses to Accounting and other entities if applicable.

• Performs other duties as assigned or as needed to meet the needs of the department/organization including but not limited to:

Communicates appropriately with internal/external customers to identify concerns and issues, identifies routing to appropriate resources, and follows up to ensure all matters requiring attention are addressed promptly and efficiently.

May assist with work across departmental lines as needed to meet organizational needs.

Acts as a resource to Billings Clinic Leadership and Supervisory staff.

Identifies needs and sets goals for own growth and development; meets all mandatory system/departmental requirements.

Maintains competency in all organizational, departmental and outside agency requirements relevant to job performance.

May represent department in delegated committees and meetings.

• Monitor monthly reports of expiring credentials, including state medical licenses, DEA certificates, board certifications, and malpractice insurance
• Keep lifesaving certificates updated according to delineation of privileges and hospital policy
• Reimburse licenses, CME and other approved expenses per hospital policy
• Supports and models behaviors consistent with Billings Clinic's mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Minimum Qualifications

Education

• High School or GED

Experience

• 1 year of progressive experience in coordinating activities and information/data maintenance preferably in a health care field. • Prior experience must also have included interactive responsibilities with staff and public.
• Customer service skills including the ability to interact effectively with employees, leadership, physicians, and external vendors.
• Must successfully complete the Level I competency assessment prior to promotion. Supervisor will observe and sign off on competencies; OR six months of equivalent external experience and demonstration of proficiency equivalent to the Level I competency requirements.
• Ability to analyze basic customer/staff inquiries and determine appropriate action in conjunction with the Supervisor.
• Utilizes Service Recovery when appropriate. Technical Assistant I
• Ability to incorporate specific needs and appropriate communication into assigned area of service.
• Interpersonal skills which enable incumbent to appropriately respond to a variety of non-complex inquiries and requests.
• Ability to deal with difficult situations in a mature and professional manner.

Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered. Employees that require a licensed or certification must be properly licensed/certified and the licensure/certification must be in good standing.