Medical Staff Assistant

Overview

This position requires the full understanding and active participation in fulfilling the Mission of San Gabriel Valley Medical Center.  It is expected that the employee demonstrate behavior consistent with the Core Values.  The employee shall support San Gabriel Valley Medical Center’s strategic plan and the goals and direction of the Performance Improvement Plan (PIP).

All employees are expected to perform their duties in alignment with the vision and values of the organization. The person doing this job is responsible for a variety of tasks that lead to a high level of customer satisfaction in the most cost-effective manner.

Under the direction of the Director of Medical Staff Services and in adherence to the mission and philosophy of AHMC, performs duties in support of departmental activities and serves as an administrative liaison between the organized medical staff, administration, hospital staff, and governing board, providing professional administrative assistance and resource documentation for the medical staff to complete their Organizational responsibilities as delegated by the Hospital Governing Board.  Maintains extreme confidentiality in all aspects of the job.  Implements the philosophy of AHMC in exhibiting a passion for excellence in the quality of services provided.  Uses computer systems and software to assist in duties.  Provides administrative support for Medical Staff Officers and Clinical Department Chairs, requiring a high level of medical staff administrative knowledge and judgment in assuring medical-legal documentation support recommended actions deemed by the Medical Staff Bylaws and Rules & Regulations.

Responsibilities

• Perform credentialing and privilege duties as assigned, including prepare mailings, process applications, reappointments, complete verifications and facilitate processes to be in compliance with regulatory standards;

• Participates in meeting management, which includes, scheduling, sending out meeting notifications, preparing agenda packets, recording and processing meeting minutes, completing follow-up, arranging for computer and audio-visual aids and meeting established deadlines;

• Manages the continuing educational activities for physicians to be in compliance with accreditation standards, as assigned’

• Establishes and maintains positive professional communications with Medical Staff, Administration, nursing staff, and all hospital departments, while exhibiting a high degree of confidentiality and assuring continuity of department activities

• Maintain knowledge and understanding of, and ability to coordinate, facilitate, and support medical Staff functions in an organized and succinct manner in accordance with the mechanisms approved and implemented by the medical staff and governing board, as documented in the medical staff bylaws, rules and regulations, and medical staff department policies and procedures and performance standards;

• Provides assistance with application management, by conducting preliminary analysis of application and verifications, flagging potentially adverse information,  identifying of areas where practitioners may not meet privileging or membership criteria, and present findings to medical staff leadership for their review; 

• Responsible for daily office management duties, including but not limited to; handle incoming and outgoing mail, scanning, faxing, filing, ordering supplies, storage records, database management, maintaining up to date licensures, permits, certifications, health records, annual dues, application fees, and attestations for all practitioners. 

• Responsible for maintaining current confidential credential and peer review files on all practitioners;

• Provides supportive services to the medical staff office and medical staff leadership in fulfilling the responsibilities of their position, including managing outlook calendars, prepare and distribute professional correspondences, reports, forms, and also assist with updating and implementation of department policies, medical staff bylaws, general and department rules and regulations, as needed

• Maintain accurate and up-to date files and database system that will result in efficient operations

• Answer phones and screening calls and visitors using discretion. Resolve or refer calls when appropriate, taking initiative to make decisions within authorized scope of responsibility, or directing decision making to the proper authority.

• Perform special projects and other duties as assigned.

• Assists with preparation and distribution of emergency on-call schedules and processing EA enrollment requests, as assigned.

Qualifications

Education/Experience: 

• High School Degree, required.
• Associate’s Degree, preferred or equivalent combination of education, training, and experience
• One to two years’ experience in a medical staff office or healthcare setting with active working knowledge of the healthcare environment
• One to two years’ experience with coordinating educational programs for physicians, preferred
• Working knowledge of Medical Terminology, preferred.
• Excellent written and oral communication skills.
• Excellent computer skills. Experience working with MS Word, Google Docs, Google Sheets, Excel, Power Point, GMail and performing internet research is mandatory, and experience with credentialing software (MDStaff) and Quickbooks is preferred.
• Ability to multi-task, prioritizes projects, and manages time efficiently and effectively.
• Ability to maintain and organize accurate files and records.
• Demonstrated ability to maintain confidentiality.
• Strong interpersonal skills; able to deal effectively with diverse skill sets and personalities.

Certifications:

Current NAMSS Certification as a Certified Provider Credentials Specialist (CPCS) or Certified Professional Medical Services Manager (CPMSM), preferred

Must maintain certification status