Administrative/Credentialing Assistant

Administrative/Credentialing Assistant 

GENERAL SUMMARY 

Administrative/Credentialing Assistant 

Supports senior managers and provides timely, high-quality assistance in all administrative and clerical capacities to top-level executives within the hospital. Impeccably skilled and organized with the ability to schedule meetings, make travel arrangements, and organize short and long-term calendars. Anticipates and addresses the needs of senior leadership and performs all administrative tasks necessary to ensure the hospital workflow runs at maximum efficiency. 

Responsible for supporting the daily activities of the Medical Staff Services Department. This position is responsible for data entry, reporting, coordinating with various credentialed providers, and assisting the Director of Medical Staff Services. This position requires a high degree of flexibility and adaptability, independent judgement, prioritizing and planning, projects a professional demeanor and appearance, and works under stress and in situations that demand patience and tact while providing impeccable service and complete confidentiality of all activities.  

ESSENTIAL FUNCTIONS 

Administrative Assistant 

• Manage and coordinate daily, weekly, and monthly calendars of senior managers. 
• Organize logistics and plan events. 
• Prepare correspondence, reports, and materials for publications and presentations. 
• Schedule necessary meetings and create, transcribe, and distribute meeting agendas and minutes. 
• Liaise between executives and employees. 
• Generate regular reports, manage spreadsheets, and update databases. 
• Make and confirm all travel arrangements. 
• Setup accommodation and entertainment arrangements for company visitors. 
• Greet and receive visitors. 
• Manage phone calls and emails with professionalism.  
• Respond in a timely fashion to managers' requests. 
• Facilitate communication within the hospital to maximize workflow (e.g. distribute vital information, schedule presentations and plan for logistical needs).
• Commitment to efficiency a willingness to seek best practices in running the office.  

Credentialing

• Maintain log for all policies/procedures, plans, and contracts approved by the medical staff and the board. 
• Assist with the distribution and completion of electronic credentialing pre-applications, applications for appointment and reappointment. 
• Process initial application, reappointments, verifications of all pertinent and required information and follow up.  
• Perform primary source verifications utilizing Credentialing Software and or direct sites. 
• Generate status reports for credentialing applications and re-credentialing applications. 
• Generate Meditech reports for provider surgical cases, consulting cases, and other visit categories for quality profiles. 
• Resolve credentialing issues through in-person meetings, phone calls, and electronic mail. 
• Answer incoming phone calls, and respond to inquiries or redirect in a friendly, timely, and professional manner. 
• Continuously update and maintain the Meditech, MDSTAFF and Provider Trust database with current and accurate information. 
• Maintains a current binder of all Medical Staff Privileges in the event of system downtime 
• Assists with gathering quality data. 
• Assist with other daily functions of the Medical Staff Services Department as needed. 
• Create and send out termination letters. 
• Able to troubleshoot challenges as they arise 
• Able to take minutes for executive, board, and MEC meetings. 
  

MINIMUM KNOWLEDGE AND SKILLS REQUIRED 
 

• Successful work experience as an Executive Assistant, Administrative Assistant or similar role. 
• Strong working knowledge of office procedures and protocols 
• Proficiency with computer systems, including experience with office management systems, Microsoft Office suite, and the ability to learn new software applications. 
• Proficiency with Power Point, Data Analysis, and Spreadsheets. 
• Familiarity with cloud systems and calendaring software. 
• Excellent professional communication skills, written and verbal and the ability to type 60 WPM. 
• Commitment to discretion and confidentiality concerning sensitive company information. 
• Excellent organizational skills, a proactive mindset, and ability to multitask and prioritize work. 
• Compile and authenticate Medical Staff, Advance Professional Providers, Residents and or Medical Students applications and waiver request in compliance with regulatory requirement and accreditation standards. 
• Establish productive relationships with various stakeholders to ensure compliance and effective systems. 
• Strong computer skills, including experience with Microsoft Office and database management Problem solving, analytical skills, creativity, effective oral and written communication and presentation skills. 
• Demonstrated skills in verbal and written English communications to meet documentation standards.  Ability to create and write letters and minutes with minimal supervision. 
• Customer service orientated, actively looking for ways to help people. Provides customer service and focuses on meeting standards of customer satisfaction. 
• Participates in proactive team efforts to achieve departmental and company goals. Ability to relate and work effectively with others, and willingness to participate in goal-setting and educational activities for own professional advancement. 
• Independent judgement and the ability to exercise decision making without supervision. 
• Time management skills and managing how one spends their own time and the time of others. 
• High School Diploma or equivalent is required. 
• Previous experience in a medical or professional office setting is recommended. 
• Provide general office administrative support including but not limited to utilizing a multiline phone system, e-mail, postal mail, scanning, copying, and faxing. 
• Additional duties as assigned  

 MINIMUM EDUCATION AND EXPERIENCE REQUIRED 

• Minimum of an associate’s degree. 
• Minimum of 3-5 years of secretarial experience. 
• Paralegal experience preferred.  

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS 

• Works in temperature-controlled environment. 
• Must be able to read, write and speak English fluently, have cognitive skills for math, reading, filing and sterile technique skills.  Vision for near, mid-range, far and accommodation.  Hearing for low, medium, and high pitch. 
• Communication skills to deal well with employees, patients, families and physicians. 
• Requires physical ability for standing, sitting, crouching, kneeling, frequent walking, reaching above head and below waist.   
   

OTHER DUTIES  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.