COMPANY OVERVIEW
Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopaedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire.
POSITION SUMMARY
Provides administrative support to the Anesthesiology Divisions and Practice Director. Coordinates and performs various administrative and secretarial activities including: calendar management, meeting preparation and scheduling, maintaining spreadsheets, preparing reports, invoices, memos, and professional correspondence. Additionally, assists with coordinating physician clinical coverage schedule in a large, multi-specialty physician healthcare organization; assisting with timely and consistent site coverage, tracking time-off, special scheduling requests, and preparing attendance-related reports for periodic review. ESSENTIAL FUNCTIONS

1. Manages various administrative activities, calendar and appointments, professional correspondence, scheduling various business-related meetings in support of Practice Director and divisions.
2. Coordinates incoming and outgoing professional administrative correspondence including appropriate file retention as needed
3. Provides administrative coordination with the quality team for physician reviews.
4. Provides administrative support and facilitate mass mailings, photocopying, and material assembly along with file retention
5. Uses various computer applications to create summary data, spreadsheets, statistical reports, presentations, graphics and documents
6. Maintains confidentiality and professional demeanor regarding all business related matters
7. Attends regular and relevant divisional, business, and committee meetings as necessary, prepares meeting agenda and materials and takes meeting minutes
8. Post-meeting action items management in conjunction with the Practice Director; implements timely coordination of administrative items; tracks topics for review and discussion.
9. Coordinates special projects along with meeting, social, and event preparation activities, including food orders and room arrangements
10. Maintains the division’s social budget and works closely with the division’s social directors
11. Works closely with various Company staff, hospital and site support staff, building effective relationships
12. Manages and coordinates the division’s MMC Divisional Report Schedule for timely presentation
13. Responds to physician requests for administrative needs in areas such as meeting dates and attendance, password resets, forms management, and courier coordination
14. Maintains Physician Orientation document for relevant administrative updates. In coordination with Lead Scheduler, participates in new hire orientation process that includes review of divisional policies, distribution of respiratory evaluation forms, and completion of signature logs for billing.
15. Maintains and updates divisional policies based on changes endorsed by the division in conjunction with the Senior Practice Manager
16. Supports Practice Director with a forms management system for record retention (i.e. Payroll Change Forms, credentialing requests, Check Requests, IT requests, etc.)
17. Initiates and maintains several databases for regular reporting including graphic representation
18. Prepares monthly invoices for billing; monthly auditing of billing data to support revenue cycle reconciliations
19. Maintains email distribution lists; track shareholder eligibility dates of new hires
20. Approves time cards for APP staff
21. Tracks vaccinations for the division

 PRIMARY RESPONSIBILITIES

• Assists with “Time App” exception reporting management in conjunction with the Lead Scheduling Specialist
• Provides backup and support to the Lead Scheduling Specialist with divisional scheduling activities including daily staffing needs for the Lead Specialist’s vacation and back-up coverage. These activities may include schedule generation and maintenance of changes, preparation and distribution of reports and compilation of data and presentations and working closely with hospital and physician staff in ensuring timely schedule changes and related communication.
• Provides administrative support for annual social events: holiday party, summer party, resident graduation, Nurse’s Week, etc.
• Periodic patient phone calls to assist with scheduling with specific provider
• Updates and learns various office software support applications
• Demonstrates professionalism at all times
• Displays cooperative behavior and interacts positively and effectively with others to promote a team environment
• Performs other duties necessary to maintain the overall efficiency and continuity of the department
• Is proactive in identifying, reporting and participating in the resolution of any potential or actual patient safety issues
• Manages patient inquiry phone calls – largely around scheduling with a specific provider
• Ensures all Company and clinical site policies and procedures are followed with all activities

QUALIFICATIONS

• High school diploma or equivalent.
• 1-2 years’ experience as an administrative assistant, secretary or similar position in a healthcare environment
• Strong communication (both oral and written), analytical, and organizational skills, with demonstrated ability to manage multiple priorities
• Computer applications proficiencies; Microsoft Office (Word, Excel, PowerPoint) and similar applications
• Experience interacting with Physicians and ability to interface with all levels of employees
• Excellent interpersonal, and customer service oriented skills
• Excellent phone skills with the ability to communicate clearly
• Strong attention to detail with the ability to prioritize multiple tasks
• Excellent organizational and time management skills
• Ability to work independently, coordinate multiple schedules and staffing paradigms
• Ability to maintain confidentiality

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Operation of various office equipment; fax machine, telephone & voice mail system, stationary/lap top computer, dictation machine, scanner, e-mail system, cell phone, pager, and copier
• May be required to sit or stand (occasional presentations) for extended periods of time
• Light lifting of paperwork, folders or other general record keeping materials
• Occasional reaching, bending
• Occasional travel to various Company provider sites for administrative support or after hours meeting attendance

BENEFITS

• Health Insurance (80% company paid)
• Health Savings Account (Company Match: $3,000 family plan / $1625 individual plan)
• Dental & Vision Insurance Plans
• 401(k) Match and Profit-Sharing Plan
• Life and Accidental Death and Dismemberment Insurance (company paid)
• Long-term Disability Insurance (company paid)
• Short-term Disability Insurance (company paid)
• Generous paid time off
• Voluntary, Employee-Paid Benefits
• Medical Reimbursement Plan
• Dependent Care Plan

 

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