1 Executive Secretary Job in Belmont, MA
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McLean Hospital is Hiring an Executive Secretary Near Belmont, MA
Executive Secretary
- (3285477)
TITLE:EXECUTIVE SECRETARY/MANAGED CARE COORDINATOR
JOB CODE:702
DEPARTMENT:MANAGED CARE and PRACTICE MANAGEMENT
DATE:10/31/18
REPORTS TO:DIRECTOR OF MANAGED CARE and PRACTICE MANAGEMENT
GRADE:76
SUMMARY
Works as an administrative assistant to the director of managed care services and performs a wide range of office and administrative functions both independently and under the direction of the director. Requires extensive experience with CAQH, epic, word processing, database, and spreadsheet software. The executive secretary communicates with a wide variety of internal and external consumers including executive leadership requiring a professional, positive, consumer-friendly attitude. The work is also very detailed and requires a high degree of accuracy and follow through. The executive secretary must have the ability to juggle multiple deadlines and responsibilities.
The executive secretary supports the executive vice president/chief operating officer on an as needed basis and in the absence of her staff and, on an as needed basis, the Legal Office and office of the President/Psychiatrist in Chief. In addition, the executive secretary supports the executive director of the Massachusetts Association of Behavioral Health Systems as well as the Operational Readiness Director.
RESPONSIBILITY AND STANDARDS OF PERFORMANCE
Responsibility
1.Managed Care Contracts
Weight30%
Standards- Assumes a supportive role in the preparation of proposals for managed care contracts
- Maintains files of documentation used in the preparation of proposals
- Completes procedures for new contracts including facility and physician credentialing with payers.
- Answers contract questions for hospital personnel
- Maintains a comprehensive catalog of contracts, services, and rates
- Maintains a comprehensive list of hospital programs and demographics
- Checks managed care admissions daily to ensure proper plan assignment and to track volume of contracts
- Maintains spreadsheet of managed care admissions for distribution
- Maintains managed care rate spreadsheet and an outpatient fee spreadsheet across payers
- Maintains single case agreement log and distributes documentation
- Reviews Managed Care payer communications and communicates changes internally as appropriate
Responsibility
2.Logs and Reports Weight30%
Standards
- Manipulates raw data from Hospital systems using spreadsheet and data base software to create pivot tables, reports, graphs and charts to support Hospital departments and Senior staff.
- Prepares quarterly inpatient referral report
- Prepares patient “Data Pack” reports for distribution to Managed Care Committee, EMG, Trustee’s, etc. This includes creating reports, graphs and charts to measure; referral sources, ALOS, IP admissions, readmissions, payer mix, Medicare breakdown, patient characteristics, diagnosis and other demographic details)
- Prepares regular payer specific managed care contract reports, i.e. admissions, length of stay, etc.
- Maintains distribution logs of multiple documents and reports
- Prepares other data reports as requested by the Director and executive leadership
- Supports Divisions by producing ad hoc reports to help track various data elements.
Responsibility
3.Support Services Weight10%
Standards
For the Director of Managed Care and Business Development
- Assists in preparation of proposals to managed care organizations
- Word processes, proofreads, and sends out correspondence and reports
- When appropriate, composes correspondence for director
- Answers phones, takes messages, refers calls
- Manages and maintains accurate room schedules for rooms in the Administration Building and Pierce Hall
- Post room schedules weekly
- Maintains accurate schedules in Microsoft Outlook Application
- Opens correspondence and follows through on appropriate items
- Maintains department files
- Maintains adequate inventory of office supplies
- Input accurate responses from the McLean Hospital Clinical Services Questionnaire into Access Database
- Generate data reports as needed.
- Miscellaneous tasks for the Revenue and Compliance Manager and the Fitness Coordinator as requested by the Director.
Responsibility
5.Credentialing process for provider networksWeight 15%
Standards
- Works with the McLean Hospital credentialing office to obtain clinician credentials
- Manages the application process between clinicians and the managed care organizations
- Distribute applications to clinicians, tracks completion, reviews for accuracy, and submits to managed care organization
- Maintains credentialing files on providers
- Assist clinicians, when necessary, in obtaining needed credentialing documents for attachment to applications
- Maintains adequate supply of applications and additional documentation
- Maintains and distributes listings of inpatient and outpatient provider networks
- Updates and maintains CAQH database with clinician credentials.
- Follow up to ensure process is completed for facility and clinicians
Responsibility
7.Miscellaneous/Other Weight15%
For the Executive Director of the Massachusetts Association of Behavioral Health Systems
- Receives all incoming mail
- Assists in meeting preparations and submits function requests
- Maintains files and day letter book
- Types correspondence
- Maintains mailing lists and member database
- Receives data and statistics, inputs data into Excel and produces reports and/or graphs
- Maintains office supplies as needed.
- Maintains member meeting schedules
- Weekly mailings: Composes cover memo, copying, produce labels, and mails.
For the Executive Vice President/Chief Operating Officer
- Answers phones, takes messages, refers calls
- Schedules meetings and reserves rooms
- Word processes, proofreads, and sends out correspondence
- Maintains a database of square footage for McLean buildings, rooms and spaces within buildings
For The Department of Legal Services as needed
- Answer phones, handle calls or refers calls
- Maintain logs for accurate inpatient legal statuses
- Ensure all legal papers have been received daily
- Input accurate inpatient legal statuses in IDX
- Filing and/or withdrawal of civil commitment petitions
For the Office of the President/Psychiatrist in Chief as needed
- Answer phones, handles calls or refers calls
JOB QUALIFICATIONS
EducationHigh School Diploma and/or secretarial diploma. Some college preferred.
License None
Skills Proficiency in Microsoft Outlook, word processing, database, and spreadsheet software required. Experience with Epic preferred.
Experience Healthcare and managed care experience strongly preferred
WORKING CONDITIONS
Office environment.
PHYSICAL AND MENTAL EFFORT
Medium to high stress level due to multiplicity of tasks on a regular basis. Occasional high stress level when meeting of proposal and contract deadlines.
Job Summary
Full Time
Ambulatory Healthcare Services
$84k-108k (estimate)
04/14/2024
04/22/2024
mcleanhospital.org
ASHBURNHAM, MA
<25
1811
RAYMOND LEVESQUE
<$5M
Ambulatory Healthcare Services
Related Companies
About McLean Hospital
At the heart of McLean Hospital is a mission to help those impacted by mental health through treatment, research, and public and professional education. In treating conditions such as depression, anxiety, and addiction, our entire organization is dedicated to improving the lives of patients and their families with innovative treatments based on the latest research. Our staff, faculty, students, volunteers, and supporters are helping create the future of mental health research, diagnosis, and treatment based around collaboration and individual care plans that empower patients beyond their treat...ment. As a major teaching facility of Harvard Medical School, McLean maintains the largest research program of any private psychiatric hospital in the United States.
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Get the right training and work experience.
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