This position will assist the physician relations team with physician issue resolution and communication, as well as activities associated with coordination of department sponsored events. This position requires independent judgement and discretion as well as self-sufficiency regarding the organizing and planning of department work. Interaction with Executive Staff as well as the medical staff requires a high degree of professionalism. Ability to multitask is a must. This position is based at ACMC in the physician lounge. The purpose also to engage physicians on a daily basis, ensuring that ACMC is meeting their needs and expectations. The goal is to increase physician satisfaction and promote growth of the medical center.

Major Responsibilities:

• Assist Physicians and Advanced Practice Providers
  • Ability to handle high-level confidential information on a daily basis including PHI and relay any issues to the CMO or designee
  • Coordinate all aspects of Medical Staff/Hospital sponsored events for physicians and hospital leadership including Doctor's Day.
  • Assist in coordination of meetings as requested by the CMO and Medical Staff leadership.
  • Participate in orientation process for new members of the medical staff including lab coat ordering and processing as needed, assist with Wi-Fi setup on devices, assist with the setup of communication systems such as PerfectServe.
  • Act as additional liaison when Medical Staff/Hospital Leadership is out of the office at meetings or events.
  • Assist in coordination of all activities surrounding all Physician-related events sponsored by the hospital president as well as promotion and registration of physician symposiums.
  • Work to ensure current and adequate communication by coordinating needs around phones, laptops, and PerfectServe such as posters and flyers removing all outdated communication
  • Work with security to provide any and all appropriate items needed to assist with navigating through the hospital-new badges, clips, etc.
  • Assist physicians with any and all hospital-related or business related requests including but not limited to making copies, faxing and scanning as well as facilitating signatures on death certificates in a timely manner and returning them to the Nursing Resource Office
  • Assist physicians with completing vacation notices, deliver to the medical staff office, and adjust PerfectServe
  • Serve as an administrative contact for communication systems such as PerfectServe, including submitting and updating call schedules, being a point of contact for optimization, serve as a backup for departmental resources handling similar work.
  • Manage Information for Medical Record Delinquencies in partnership with the Medical Staff HIM Committee and the Medical Staff Officers. This includes monitoring information, assisting with notifications, assisting as problems arise.
• Ensures the continued efficient and effective operation of activities within the Medical Staff Lounge.
  • Ensures the timely completion of work and/or projects as requested by the CMO/Medical Staff Leaders.
  • Facilitates the scheduling of meeting spaces
  • Keeps postings in the Lounge updated
  • Responsible for all supplies and tracking needed for the lounge; i.e., purchase orders, ordering of supplies, packing lists, invoices, etc. and facilitate maintenance of equipment
  • Prepares minutes for meetings when requested by the CMO/Medical Staff Leaders. Assist with coordination of CME events.
  • Distributes agendas, minutes and other communications on an as-needed basis.
  • Keep schedule for conference room(s) in the Lounge and assist with teleconference needs
  • Check all PCs and printers daily to ensure proper operation and that necessary software is installed and available on all computers. Assures that the information screens are up and running. Report any problems immediately to IS/IT and follow-up to ensure repairs are completed in a timely manner.
  • Deliver newspapers to the Lounge; Deliver physician mail to the mailroom daily and maintain mailboxes stuffing information as needed
  • Several times daily perform check of physician lounge, including restrooms, regarding environmental needs, building operations and supply of food/beverages-especially at the beginning and end of shift-ensure all supplies are refilled and emptied as appropriate. Notify responsible departments when issues occur.

Education/Experience Required:

• Associates degree and 4 years administrative experience working with physicians/APCs

Knowledge, Skills & Abilities Required:

• Basic computer skills and understanding of software and hardware trouble-shooting.
• Basic knowledge of Microsoft Software

Physicial Requirements and Working Conditions:

• Must be able to address priorities in a stressful environment. Must be able to manage criticism and clinician frustration. Must be able to de-escalate situations with a cool and calm demeanor. Must be able to walk to and from multiple departments throughout the medical center. Must be flexible with work hours and work days on occasion, as needed.
• Must be able to lift reams of paper, reach and bend as needed