Executive Assistant Provider Support

:

• Responsible for providing support to the CMO.
• Responsible for tracking of GME hours, preparation of logs, acquiring of signatures, submittal of logs to WSMC, tracking and reporting the information to PCC leadership team.
• Responsible for distributing the new provider and departing checklists to appropriate parties when providers are onboarded and departed. Responsible for ordering provider lab coats and business cards as a piece of this process.
• Responsible for communicating to medical providers regarding their required competencies, sending initial communication and information, reminders for completion, monitoring the completion and notifying CMO of any delinquencies.
• Responsible for reminders, communication, support, and minutes related to the monthly General Medical Staff Meeting.
• Responsible for the distribution of FMS/MCH call schedule to providers and MCH RNs.
• Responsible for yearly AAFP renewal preparation and submittal for family medicine physician dues.
• Individual will serve as a point-person for provider inquiries and requests.
• Manage email groups for providers.
• Provide backup for Senior Executive Assistant to complete various tasks and in supporting Administration.
• Assume responsibility for provider schedules at all sites including emergency provider changes
• Manage all provider schedule change requests in collaboration with the site medical director
• Responsible for revising schedules, forwarding to site medical director (SMD) for information and office manager/clinic manager to implement
• Must work with the SMD on any schedule change request that can't be accommodated. No schedule change requests can be denied without approval of SMD
• Responsible for building schedule database of provider's scheduling restrictions (e.g. only does peds, doesn't do OB, does these procedures...)
• Performs other provider focused duties as assigned.
• Receives, prepares, submits, and tracks medical and dental provider CME, license, and professional membership reimbursements.

Knowledge of:

• Through knowledge of business English, spelling and punctuation.
• Scheduling practices and concepts
• Knowledge of medical/hospital schedules is a plus
• Well-organized person with strong typing skills (at least 80wpm). Ability to transcribe dictation, which has been recorded, and exceptional interpersonal skills.
• Ability to handle a large number of administrative duties in a fast paced setting. Ability to develop letters, memoranda, reports, board and committee minutes, agendas, correspondence, coordinate and schedule meetings, etc.
• Ability to establish and maintain effective working relationships with supervisor, senior management team, co-workers, the media, and representatives from all levels of government, civic organizations, business professionals, and the general public.
• Ability to project a positive, concerned image to the public.
• Ability to communicate effectively orally and in writing.

Experience/Training:

• High school diploma or equivalent required
• Associates degree required with a healthcare concentration preferred
• Experience multi-tasking
• Two years of scheduling experience

Technical Knowledge:

• Microsoft Office software specifically Word, Excel, Outlook and PowerPoint
• Office equipment including computers, telephone system, fax machine and scanners
• Ability to function independently, work under pressure, and prioritize multiple projects.
• Ability to build databases

Ability to:

• Support organizational goals and values
• Treat others with respect and civility
• Communicate with employees in a professional manner
• Exercise good judgment and maintain confidentiality when reviewing critical and sensitive information, records, and reports
• Work in a team-oriented environment
• Perform job responsibilities with minimal supervision
• Work closely with multiple leaders across departmental lines
• Foster a spirit of cooperation with various stakeholders
• Organize own daily schedule to ensure all job responsibilities are met
• Be detail-oriented, ensuring job responsibilities are completed accurately
• Critically think through challenging circumstances
• Manage competing demands
• Adapt to frequent changes in the work environment and adjust approach or methods to best fit the situation
• Perform and react well under pressure
• Identify and resolve problems in a timely manner
• Write clearly and accurately, editing work for spelling and grammar
• Present data effectively and be able to read and interpret written information
• Effectively present information and respond to questions from Providers and managers
• Accept responsibility for your own actions

Physical Demands:

• Must be able to remain in a stationary position 50% of the time.
• Constantly operates a computer, computer printer, copy machine, and telephone.
• Occasionally positions self to maintain exertion of physical strength to move objects of 10 pounds from one level to another.
• Ability to move as needed to perform necessary nursing skills such as wound care, injections, and other procedures.
• Must be able to transport from one site to another.
• Must be able to cover other shifts as necessary.

Language Skills:

• Ability to read and write proficiently using the English language.
• Bilingual English/Spanish preferred/at some locations required.