Medical Staff Services Specialist

Monday through Friday 8am to 4:30pm

The Medical Staff Services Department is responsible for facilitation of the business of the collective Organized Medical and Clinical Staff. This position is responsible for the day-to-day functioning and coordination of the Department to include answering telephone calls, greeting and responding to persons coming to the office, overseeing inventory control and equipment maintenance, maintaining the Policy Manual, maintaining the provider database, responding to outside queries, creating departmental reports and initiating general communications via e-mails, publications, etc. This position also coordinates, facilities, attends, takes and types minutes, and follows up with all applicable meeting functions pertaining to their assigned areas. This position supports all Medical Staff Services Department personnel as needed.

• Accurately and timely prepares and maintains documents, reports, forms, checklists, e-mail lists, mail lists, departmental, committee and miscellaneous rosters, Newsletter, meeting and birthday calendars, MSSD Policy & procedure manual, etc. Maintains 6th Floor Bulletin Boards. Coordinates initial annual committee assignments.
• Prepares monthly physician call schedules for Emergency Room, and notifies appropriate physicians and hospital departments of new and revised schedules. Ensures schedules are maintained on the Intranet.
• Maintains database for, and prepares timely and accurate letters/documents, for routine functions/ expireables / tracking, e.g. Delinquent Medical Records, ACLS/PALS, Board Certification, Advanced Practice Provider Boards, DEA's, and Licenses. Informs Director on a timely basis of practitioners not in compliance.
• As needed, assists visitors to Department and answers Department telephones with an emphasis on accuracy and positive customer service. Maintains strict confidentiality of information at all times.
• Performs miscellaneous clerical responsibilities, e.g. departmental copies/scans numerous/voluminous documents on a routine basis, and accurately files/scans documents.
• Provides meeting coverage, recording discussions, typing and proofing minutes and performing necessary meeting follow up and/or necessary correspondence. In addition, provides backup coverage as needed for unassigned committees, and records all medical staff meeting attendance into software program. Must be proficient in synthesizing discussions from medical staff meetings, and accurately and timely record a summary of the discussion, needed follow-up, and person(s) responsible to complete the follow-up. Will work with medical staff Chiefs/Chairs to compose agendas and packets for subsequent meetings.
• Demonstrates the proper procedure for obtaining, charging for, and returning supplies/equipment and maintains adequate supply levels through the use of accurate inventory control.
• Types and proofreads, on an accurate and timely basis, various office documents, and provides research services via internet, phone/mail contact, etc. as requested.
• Transcribes dictation from Department Director.
• Prepares and responds to physician verification requests, and prepares a monthly summary report. Schedules, obtains and processes semi-annual Ongoing Professional Practice Evaluations (OPPE) by medical staff department and obtains department Chief approvals. Communicates frequently with physicians, advanced practice providers, Administration and employees. Must feel comfortable working with all disciplines.
• Prepares, maintains, distributes monthly medical staff meeting calendars. Facilitates catering, room reservations and set up for all medical staff meetings.
• Prepares departmental check requests, validates departmental credit card charges, deposits departmental checks into appropriate bank account, and audits monthly bank statements.
• All other duties as assigned.

Education / Training

• High School Diploma/Equivalent

Preferences:
Associate's Degree

Experience Requirements

• 3-years experience Administrative/Clerical in Medical Office

Preferences:
Medical Staff Services Department experience.