Executive Assistant with Healthcare Experience

Performs general administrative clerical duties, credentialing and any mental health reporting/coordinating as defined by the state. Acts as Patient Advocate, or assists the Patient Advocate with patient/family complaints. Interacts with physicians, the Governing Board and members of the community.

Experience:

Three to five years’ experience in an executive assistant or administrative assistant required. Experience in hospital setting preferred; credentialing experience; Baker Act experience preferred in Florida; familiar with regulatory agencies, TJC, CMS, and state regulations; excellent computer skills and data base qualifications including word, excel, power point as well as any specific software assigned to the position. Self-starter; must be able to work in a fast paced environment handling multiple tasks with multiple interruptions. Excellent interpersonal skills dealing with outside, corporate, patients, families, visitors and all levels of personnel.

Healthcare experience preferred.

Knowledge:

• Working knowledge of mental health reporting/coordinating per state guidelines.
• Proficient in word, excel, power point.
• Skill in communicating effectively both verbally and in writing.
• Skill in compiling data and preparing reports.
• Ability to greet the public and interface with a broad range of professionals and nonprofessional, with a tactful diplomatic and mature demeanor.
• Knowledge of hospital policies, procedures and safety standards.
• Knowledge of current TJC, DCF, CMS, Federal and State standards.
• Knowledge of medical records administration.
• Ability to perform detailed analysis of data.

Responsibilities:

1. Assist in updating facility specific policies and procedures. Request changes to Corporate Approved Policies and Procedures through proper channels

2. Answers all Administrative Department calls providing routing information.

3. Prepares all correspondence and reports for Administration. Develops and maintains necessary filing systems. Maintains all physician credential and contract services’ files. Work in conjunction with Corporate Credentialer to ensure all physician and allied staff files are current and accurate. Work with Corporate Credentialer to initiate all new physician and allied staff credentialing.

4. Work with Medical Director to ensure OPPE/FPPE information is completed and summarized on a quarterly basis

5. Acts as Patient Advocate; brings problems/issues to the appropriate team member.

6. Schedule and attend meetings, as directed

7. Provides clerical back-up and telephone support for other Secretary, as needed.

8. Handles all state required paperwork for mental health filing, court orders, court hearing, etc.

9. Schedule, attend and take minutes for professional meetings as needed; transcribes and distributes minutes to designated personnel.

10. Coordinates, maintains and prepares reports for P.I., Risk Management, Infection Control, and Employee Health.

11. Receive, log, track and distribute incident reports as assigned by Risk Manager.

12. Inputs SISAR information.

13. Assists in the provision, orientation and training of staff members on Risk Management initiatives hospital wide.

14. Oversees ordering/use of supplies and materials.

15. Establish hospital plans, policies and procedures regarding Risk Management, Environment of Care (safety, utilities, life safety, disabled, medical equipment, security, hazardous materials, etc.) in conjunction with the Corporate Compliance Team

16. Provides information and standards to staff in the following areas:

a) Problem assessment techniques including criteria development, data retrieval and display, data analysis and confidentiality of Risk Management data

b) Compliance with hospital, State and Federal regulation

c) Revision and review of hospital policies and procedures as needed.

Job Type: Full-time

Work Location: In person