Description

POSITION SUMMARY:

Under the direction of the Medical Staff Coordinator, assists in the coordination of all Medical Staff requirements. Provides secretarial support of the Medical Staff’s credentialing including the processing of new applications, requests for temporary privileges, and biennial reappointments. Performs general office and secretarial work, including typing, taking and transcribing dictation, preparation of confidential and special reports.

POSITION EDUCATION/QUALIFICATIONS:

• HS Diploma or GED required.
• Experience and proficiency in using Cactus software required
• Secretarial training.
• Typing 50 wpm.
• Shorthand/speedwriting preferred.
• Medical terminology knowledge desired.
• Minimum of three years experience in confidential, executive/ legal secretarial position and/or three years experience in a hospital Medical Staff Office secretarial position.
• Knowledge of basic record keeping and filing systems.
• Demonstrates skill at written and oral communications including taking minutes at selected meetings and relating to physicians and allied health professionals regarding their applications for initial privileges, reappointments and/or temporary privileges.
• Ability to perform basic word processing procedures.
• Ability to prepare reports and follow- up with minimal supervision.

JOB KNOWLEDGE/EXPERIENCE­:

• High degree of competency/experience in general.
• Able to respond to patient/visitor needs by interpreting facial expressions and/or verbal communications.
• Requires good communication and organizational skills.
• Requires reasoning ability and good independent judgment.
• Requires working with frequent interruptions

POSITION RESPONSIBILITIES:

• Performs Credentialing activities in accordance with established policies and procedures.
• Assists with appointment and reappointment process of the Medical Staff and AHP Staff:
• Processing Applications
• Corresponding with outside agencies regarding verification of information.
• Verifying information in credential file by contacting primary sources.
• Querying practitioner’s data bank appropriately.
• Maintains confidentiality of all credentialing files.
• Assists with maintenance and verification of current Texas licensure, DEA, DPS, and malpractice insurance on all Medical Staff and AHP Staff members.
• Identifies inconsistencies in credential files.
• Works closely with Medical Staff Coordinator in utilizing physician performance improvement profile for reappointment purposes.
• Works with Medical Staff Coordinator to maintain computerized system of monitoring and trending physician’s information – medical staff roster, and special reports as requested.
• Maintains confidential credentials files of all members of the Medical Staff and Allied Health Professional Staff.
• Maintains on-going Tickler system for reappointment of medical staff and AHP staff.
• Processes requests for applications: maintains records of applications provided.
• Reviews new applications for completeness, prepares, and sends for references. Records status of responses.
• Sends follow- up requests when needed.
• Maintains current records of proctoring of physicians and assures appropriate review by committee chairmen and Credentials Committee. Explains proctoring information to new staff members.
• Assures that the reappointment process is initiated for each member of the Medical Staff and the Allied Health Professional staff in a timely manner. Follows-up on missing information and obtains appropriate approvals.
• Prepares agendas, materials, places calls to confirm attendance, attends meetings and takes minutes at selected meetings. Accurately and neatly types in prescribed manner. Proofreads to ensure accuracy.
• Accurately records statistics in computer as directed.
• Accurately and consistently files information in credentials folders.
• Obtains signatures on credentials forms and credentials files as needed.
• Maintains ER drop-in call schedule, as needed.
• Accurately and neatly files minutes in each appropriate three ring binder as needed.
• Maintains confidentiality of all records and issues handled in the Medical Staff Office.
• Faxes monthly meeting calendar as requested by physicians.
• Maintains all tickler systems and rosters pertinent to the Medical Staff Office.
• Assists in general mailings to the Medical Staff.
• Maintains accurate master mailing list for all current Medical Staff and AHP Staff and committees.
• Order supplies as needed on a weekly basis.
• Assists in scheduling/coordinating meeting rooms for the Medical Staff.
• Posts bulletin boards.
• Transcribes dictation from chief of staff, committee chairmen, administrators, and others as required.
• Photocopies accurately a multitude of requests by the Medical Staff Coordinator.
• Covers the Medical Staff Coordinator position as required.
• Must be well organized for prioritization of responsibilities.
• Must be able to handle stress relative to rush projects and meeting deadlines. Must be able to work under pressure in a highly productive office.
• Must be able to cope with interruptions, varying personalities, and some irregular hours.
• Must possess organizational and communication skills.
• Must possess willingness to improve.
• Will be exposed to highly confidential Medical Staff proceedings and actions and sensitive Medical Staff information, including patient materials related to peer review, quality assurance, physician litigation, and consequences of physician behavior.
• Adheres to dress code in accordance to hospital policy and wears name tag at all times.
• Other duties as assigned.

LINES OF REPSONSIBILITES:

Director of Medical Staff