Med Coord - Aoh Admin

Position Summary

The primary purpose of the Medical Staff Coordinator is to serve the Medical Staff office and medical staff members to assure the administrative responsibilities of the Medical Staff are met. The Medical Staff Coordinator provides support for all administrative and business transactions that occur within the administrative offices. The Medical Staff Coordinator requires exceptional interpersonal skills while managing multiple priorities with professionalism and discretion ensuring smooth day-to-day operations.

• High School Diploma or equivalent.
• Associate's Degree, preferred.
• Minimum of four years’ experience in a professional office environment.
• Proficient in standard computer operations, email, and Microsoft Suite.

• Possess strong interpersonal communication skills, understand confidentiality, and have tact and diplomacy skills.
• Ability to multi-task and prioritize work in accordance with office projects and necessity.
• Works well and maintains strong relationships with all.
• Capable of working collegially and collaboratively with a large number of groups and individuals across the health system.
• Displays professional manner and appearance.

• Primary point of contact for all visitors and guests of the AOH administrative offices.
• Manages and supports complex calendars, schedules on behalf of assigned executive leaders, including preparing materials, tracking attendance, and following up on all Department meetings, as needed.
• Manages Surgery Department Bank account, writes checks, prepares deposits, and prepares reports for Department Chair.
• Supports the Medical Staff committee structure, including but not limited to committee charter development and maintenance, committee membership assignments, scheduling committee meetings, prepare meeting agenda and materials, write meeting minutes, and ensure committee reporting and information flow through the appropriate reporting lines of the organization.
• Collaborates with Quality Department regarding ongoing professional practice evaluation (OPPE) and focused professional practice evaluation (FPPE) process.
• Develops and implements a process to Orient new practitioners to the facility.
• Prepares, distributes and tracks monthly On-Call Schedules.
• Efficiently completes a wide variety of administrative assignments in a timely manner. Displays proper use of formatting, spelling, and grammar in all documents.
• Prepares a variety of administrative reports, statements, and correspondence.
• Manages Medical Staff Bank account, writes checks, prepares deposits, and prepares monthly report for Medical Staff Treasurer.
• Answers incoming telephone calls. Screens and directs calls to the appropriate person. Takes messages when necessary.
• Receives, sorts, and distributes incoming mail and unless marked “confidential” or instructed otherwise.
• Composes letters, sends certified mail and notarizes as needed.
• Assists with various other Medical Staff duties:
  Nominations/Elections, tracking annual education, email distributions, reports, etc.
• Maintains various office production equipment including multi-line phones, copiers, fax machines, computers and printers to complete tasks.
• Stocks and orders supplies for office.
• Maintains awareness of the facilities physical layout to be able to deliver administrative materials and give good directions to visitors.
• Maintains an awareness of administrative activities, operations, and policies so as to accurately respond to inquiries.
• Establishes, maintains, and revises record keeping and filing systems. Classifies, sorts, and files records, correspondence, and other documents in an organized manner that permits easy retrieval.
• Database management, data entry, and generating reports from Credentialing Software system.
• Acts as a liaison for support staff when questions/issues arise.
• Provide assistance and support to the Medical Staff Department Chairs/Vice Chairs, Medical Staff Leaders, and all Medical Staff members and Allied Health Staff.
• .Coordinates development or revisions of Hospital specific Delineation of Privileges Forms to ensure that all credentialing is a criteria-based system.
• Facilitate revisions to the Medical Staff Bylaws, Rules and Regs, core privileges and medical staff policies as necessary.

• Hours of operation are 7:30 a.m. to 4:00 p.m., Monday through Friday.
• Shifts are variable to volume of department. Rotation as needed.
• Subject to frequent interruptions and changes in priority of duties throughout the day.
• Lunch periods and breaks may need to be coordinated with other staff members to maintain adequate coverage at all times.