The Administrative II is a clerical support person who coordinates key support functions of the Practice including provider schedules, credentialing processes, Medical Student rotation program, personnel management, and has responsibility for coordinating the Operations and Practice meetings. 

Works under the supervision of the Executive Assistant.

Principal Duties & Responsibilities:

Standard 1 – Coordinates schedules the Provider (physician and NP) and student schedules

• Maintains the Physician and NP clinic schedules in the EMR
• Maintains the Physician and NP rotation schedule
• Produces the weekly provider schedule and distributes original and updates to all offices, on call service, and transcription company.
• Coordinates hospital clinic hours with hospital staff 
• Coordinates Medical Student rotation schedule and assures completion of evaluation by the supervising physician
• Schedules meetings for Management Team and physicians

Standard 2 – Personnel Management 

• Creates personnel file for each new employee
• Creates orientation schedule for each employee
• Reviews Oncology office policies with new hires
  1. Assures workforce confidentiality form is signed on first date of employment
• Tracks completion of orientation and assures check lists are 
• Obtains and maintains signons for hospital and TCI computer systems including EMR, portals, email
• Arranges employee training as required for each position
• Credentialing files for all providers and licensed personnel

Standard 3 – Clerical support

• Provides clerical support with preparation and distribution of agenda and minutes as assigned
• Manages data collection, tracking and billing for Professional Services Agreements for hospitals with finance department as needed
• Manages data collection related to Medical Director activities of the physicians
  1. Prepares, submits, and tracks payment of invoices for Medical Director Services.
• Oversees the planning of practice related events including employee and family events
• Oversees payment requests and obtains approval from Oncology Management
  1. Prepares check requests for signature
  2. Reviews and prepares mileage and reimbursement reports for signature
• Maintains various lists to support practice operation:
  1. Signature log, SDS Sheets, Group Memberships
  2. Physician and employee address and phone information
• Coordinates conference calls for internal and external meetings
• Manages all accounts payables for Oncology staff and office
• Oversees site audits with compliance
• Assist with mail distribution
• Manages all accounts payable for Oncology, staff or office
• Oversees site audits, scheduling, and review with compliance
• Coordinates and facilitates maintenances requests and improvements for all Toledo Clinic Cancer Center facilities

Standard 4 – Behavior

Communication

• Exhibits excellent written and verbal skills.
• Utilizes assertive communication skills in addressing concerns or problems.
• Participates as a member of organization/institutional committees as requested. 

Initiative 

• Able to conceive innovative strategies and ideas for the center, exhibiting “out of the box” thinking. 
• Performs job duties effectively with minimal direction.
• Initiates new ideas and projects that enhance patient care or other aspects of services and care. 

Team Orientation

• Service as a team member among co-workers and peers.
• Participates in TCCC activities that enhance patient care and work surroundings.

Patient Privacy

• Participates in assuring that all personally identifiable healthcare information of the patient will be maintained confidential.
• Assures that any oral or written disclosure of personally identifiable healthcare information should be minimum necessary to serve the purpose of performing quality care to the patient.
• Understands any disclosure outside payment, treatment, or healthcare operations requires written patient authorization in each instance. 

Respect

Knowledge, Skills & Abilities:

Required:

- Minimum of 1 year medical office experience, preferably oncology

- Knowledge of physician scheduling practices and procedures

- Knowledge of computer systems, spreadsheets and applications

- Skill in examining documents for correctness and interpreting their accuracy

- Skill in using a calculator

- Skill in establishing and maintaining effective working relationships

- Ability to perform mathematical computations and computer ratios and percentages

- Ability to prepare comprehensive reports

- Ability to maintain confidentiality of financial, employee and physician matters

- Ability to communicate clearly and effectively orally and in writing.

- Ability to communicate and work effectively with others.

- Adheres to all clinic policies and procedures.

Education:

High School Diploma is required

Preferred:

An Associates or Bachelor’s degree in Health Care Administration is preferred.