Department Assistant (Medical Staff)
Stormont-Vail Healthcare, Inc.
 Topeka, KS

Summary: This position is responsible for providing administrative support to the Director and Supervisor and is responsible for executing numerous aspects of Medical Staff Services including managing the day-to-day activities of the office.# He/she will act as a liaison to internal and external customers as well as to the medical staff. #He/she will also assist all positions within the department as directed by the Director or Supervisor. This person will also be responsible for assisting and coordinating events and projects as directed while providing administrative support to the department.# This person must have the ability to make independent decisions for work prioritization and the ability to handle multiple tasks, while working as part of the Medical Staff Services team. Other duties may be assigned. # Essential Duties and Responsibilities include the following. Other duties may be assigned. Support director by providing various administrative duties.# Coordinates and maintains effective office procedures and efficient workflows.# Implement procedures to assure effective work flows are maintained.# Manages director#s appointments and maintains his/her calendar.## Manages confidential correspondence, reports and other documents as directed. Accurately records/ maintains employee hours in payroll system. Time and attendance of Medical Staff personnel on the department time off calendar.## Assists Director or Supervisor with record keeping of invoices. Lead for the Medical StaffGram Newsletter as directed. Prepare communication as outlined by Director or Supervisor from oral and written directions. Greets all customers professionally and directs customers to the appropriate staff person. Sort, read and annotate incoming mail and documents and attach to appropriate files to facilitate necessary action.# Maintain follow up as well as follow through. Answers the main phone to Medical Staff Services in a courteous, efficient and effective manner and responds independently when possible.# Room reservations, catering, meeting notices, agendas and minutes and other associated activities related to conducting meetings in an efficient and effective manner. Attends meetings and takes minutes as directed. Composes, prepares and completes draft minutes within 7 working days of the meeting for the Directors review.# Maintains up-to-date knowledge of department databases. Inventories, orders and maintains medical staff office supplies. Arranges travel plans and itineraries and compiles documents for travel related meetings. Manage the observer and vendor processes at Stormont-Vail Regional Health Center to include receipt of initial application from observer or vendor, verifying completeness of application and coordination of approval by appropriate hospital directors and medical staff department chairs or designee. Maintenance of database containing non-credentialed medical staff and allied health professional staff who order test and ancillary at Stormont-Vail.# This responsibility includes: performing primary source verification of license initially and at the time of expirations and verification of Medicare/Medicaid provider status for each practitioner and notification to appropriate hospital departments when licensure or Medicare/Medicaid status changes occur.# Star checks verification SAM, OIG, and state licenses as received and the Boston Service Account, then builds and maintains all data in to a spreadsheet report. Maintain confidentiality of all business/work and medical staff information Maintain a professional appearance and maintain a neat and well-organized workplace. Consistently demonstrates teamwork skills through appropriate and timely communication, feedback, consensus building, effective listening and willingness to learn. Demonstrates the ability to function effectively without constant instruction and supervision and will research projects beyond their initial assignments.# Annually read the Stormont-Vail Health Care and Medical Staff Bylaws Must be able to reorganize schedule to accommodate workload demands of the department. Assists with the planning and preparation of the Annual Medical Staff Meeting and Doctors# Day Celebration as directed.# # Responsible for preparation of quarterly medical staff newsletter under direction of Director and Supervisor Distribution of Credentialing Newsletters Posts and accurately records deposit of medical staff funds. Any and all other special projects as directed# # Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. # Education/Experience: HS Diploma/GED and one year clerical support experience required.

Summary:

This position is responsible for providing administrative support to the Director and Supervisor and is responsible for executing numerous aspects of Medical Staff Services including managing the day-to-day activities of the office. He/she will act as a liaison to internal and external customers as well as to the medical staff. He/she will also assist all positions within the department as directed by the Director or Supervisor. This person will also be responsible for assisting and coordinating events and projects as directed while providing administrative support to the department. This person must have the ability to make independent decisions for work prioritization and the ability to handle multiple tasks, while working as part of the Medical Staff Services team. Other duties may be assigned.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

  • Support director by providing various administrative duties. Coordinates and maintains effective office procedures and efficient workflows. Implement procedures to assure effective work flows are maintained. Manages director's appointments and maintains his/her calendar. Manages confidential correspondence, reports and other documents as directed.
  • Accurately records/ maintains employee hours in payroll system.
  • Time and attendance of Medical Staff personnel on the department time off calendar.
  • Assists Director or Supervisor with record keeping of invoices.
  • Lead for the Medical StaffGram Newsletter as directed.
  • Prepare communication as outlined by Director or Supervisor from oral and written directions.
  • Greets all customers professionally and directs customers to the appropriate staff person.
  • Sort, read and annotate incoming mail and documents and attach to appropriate files to facilitate necessary action. Maintain follow up as well as follow through.
  • Answers the main phone to Medical Staff Services in a courteous, efficient and effective manner and responds independently when possible.
  • Room reservations, catering, meeting notices, agendas and minutes and other associated activities related to conducting meetings in an efficient and effective manner.
  • Attends meetings and takes minutes as directed. Composes, prepares and completes draft minutes within 7 working days of the meeting for the Directors review.
  • Maintains up-to-date knowledge of department databases.
  • Inventories, orders and maintains medical staff office supplies.
  • Arranges travel plans and itineraries and compiles documents for travel related meetings.
  • Manage the observer and vendor processes at Stormont-Vail Regional Health Center to include receipt of initial application from observer or vendor, verifying completeness of application and coordination of approval by appropriate hospital directors and medical staff department chairs or designee.
  • Maintenance of database containing non-credentialed medical staff and allied health professional staff who order test and ancillary at Stormont-Vail. This responsibility includes: performing primary source verification of license initially and at the time of expirations and verification of Medicare/Medicaid provider status for each practitioner and notification to appropriate hospital departments when licensure or Medicare/Medicaid status changes occur.
  • Star checks verification SAM, OIG, and state licenses as received and the Boston Service Account, then builds and maintains all data in to a spreadsheet report.
  • Maintain confidentiality of all business/work and medical staff information
  • Maintain a professional appearance and maintain a neat and well-organized workplace.
  • Consistently demonstrates teamwork skills through appropriate and timely communication, feedback, consensus building, effective listening and willingness to learn.
  • Demonstrates the ability to function effectively without constant instruction and supervision and will research projects beyond their initial assignments.
  • Annually read the Stormont-Vail Health Care and Medical Staff Bylaws
  • Must be able to reorganize schedule to accommodate workload demands of the department.
  • Assists with the planning and preparation of the Annual Medical Staff Meeting and Doctors' Day Celebration as directed.
  • Responsible for preparation of quarterly medical staff newsletter under direction of Director and Supervisor
  • Distribution of Credentialing Newsletters
  • Posts and accurately records deposit of medical staff funds.
  • Any and all other special projects as directed

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

  • HS Diploma/GED and one year clerical support experience required.