Administrative Assistant

Under the direction of the Chief Medical Officer, the Administrative Assistant is responsible for day-to-day operation of the medical staff office, managing the interface between the hospital and the medical staff consistent with administrative policies and procedures, department policies and procedures, medical staff bylaws / rules and regulations, and all licensing and accrediting agencies. The Administrative Assistant maintains a continuous flow of information to the president of the medical staff, department chairpersons, medical staff, and appropriate hospital personnel. This position requires maintaining absolute confidentiality of all business / work and medical staff information. The position requires flexibility and the ability to manage many tasks at one time.

ESSENTIAL DUTIES AND RESPONSIBILITIES  include the following. Other duties may be assigned .

• Assists in managing the flow of information between Medical Staff Office, MEC committee members, Medical Staff Leadership (including the Service, Department and Section Chairpersons) and the Chief Medical Officer.
• Develops agendas and prepares packets for Department / Section / Committee meetings.
• Responsible for attending assigned Department / Section meetings and Medical Staff Committee meetings; records and transcribes minutes of the meeting proceedings and prepares formal reports.
• Ensures all formal reports and minutes are in compliance with IDPH and HFAP requirements
• Works closely with the legal department to ensure all communications, minutes and reports meet compliance.
• Provides consultative support to medical staff officers, clinical department chairs and medical staff committee chairs, to facilitate fulfillment of their roles and responsibilities.
• Maintains schedules, calendars, dissemination of memos, assistance in quality related report preparation.
• Coordinates with all team leaders and SLT members in regard to follow up needed from Medical Staff committee action items.
• Prepares all communications on behalf of the medical staff to non-medical staff team members, leaders, and administration
• Prepares and distributes Medical Staff monthly hospital Physician schedules throughout the hospital, includes vacation memo distribution, ER On-Call Schedule for Primary and Specialty physician, individual notification of respective call dates to the participating ER on Call physicians and communicates with the participating physicians as to their available days for ER call.
• Works with contracted physician vendors to ensure staffing and schedules are disseminated to appropriate parties
• Coordinates with Credentialing Coordinator to ensure efficiency and collaboration related to onboarding of all medical staff personnel as it relates to committees
• Assists the Credentialing Coordinator with any medical staff related events including, but not limited to the golf outing, dinner dances and spring social events
• Supports and participates in quality improvement processes
• Performs other related duties as assigned.

COMPLIANCE RESPONSIBILITIES

Understands and adheres to Loretto Hospital’s compliance standards as they appear in the Compliance Policy, Code of Conduct and Conflict of Interest Policy. Keeps abreast of all pertinent federal, state and Hospital regulations, laws, and policies as they presently exist and as they change or are modified. Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

JOB REQUIREMENTS :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed must be representative of the knowledge, skills, minimum education, training, licensure, experience, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.