Administrative Assistant - Hospital Medicine

POSITION DESCRIPTION:

This position is responsible for providing administrative support for the Hospital Medicine leadership team.  Duties will include performing a variety of administrative tasks as assigned.  This position supports the IHA Hospital Medicine program currently at five campuses – Ann Arbor, Livingston, Chelsea, Livonia and Oakland including the IHA Pediatric Hospital Medicine program, IHA Neonatology Specialists and IHA Pathology.

ESSENTIAL JOB FUNCTIONS:

1. Courteously greets visitors to the office.  Answers telephone calls in accordance with IHA telephone etiquette guidelines. Takes and relays accurate, comprehensive, dated and signed messages in a timely manner.
2. Serves as primary contact person for other staff regarding routine facility and office equipment issues.
3. Accurately prepares memorandum, reports and other documents as assigned.
4. Takes precaution to ensure that confidential information is kept filed and is distributed from fax, copier and printer expediently throughout the day to avoid confidential information sitting out in public view.
5. Administrative responsibilities include, but are not limited to, the creation of documents or email communications, coordinating meetings, compiling and distributing meeting minutes.
6. Assists with coordinating office functions (i.e., luncheons, breakfasts, dinners) interviews, special events, gatherings and meetings.
7. Coordinates key aspects of the Physician and Mid-Level Schedules. Supports the maintenance of physician and mid-level provider schedules utilizing the Momentum software and the IHA Call Center and WebXchange On Call Calendars.
8. Supports the program’s marketing efforts by partnering with IHA’s Marketing Department, providing information regarding updates for marketing materials (program brochures); coordinates with PCP offices to ensure that they have updated materials for patients.
9. Coordinates the on-boarding and orientation process for all new providers (i.e., schedules training sessions, orders equipment, orders lab coats, orders business cards).
10. Maintains IHA Hospital Medicine’s mailboxes, reviews documents and follows up with providers to ensure that signatures are obtained and documents are forwarded appropriately. 
11. Attends required meetings and training, and participates in committees as requested.              
12. Coordinates the Provider Attendance for all relevant organizational training and seminars.
13. Assists Provider Relations in gathering appropriate credentialing information including license renewals, ACLS/BLS certification, Select Specialty credentialing paperwork, etc.
14. Organizes and tracks Provider Reimbursements for CME and Credentialing reimbursements.
15. Tracks expenses and codes invoices as appropriate with approval from the Program Manager.
16. Coordinates Hospital Medicine CME Events with Physician Leads, including Hospital Medicine M&M Conference, in-patient Grand Rounds, etc.
17. Completes special projects and performs other administrative support tasks as assigned.
18. Must be able to travel between the five (5) South East Michigan Hospital Locations as needed.

ORGANIZATIONAL EXPECTATIONS:

1. Creates a positive, professional, service-oriented work environment for staff, patients and family members by supporting the mission and values of Trinity Health Medical Group.
2. Must be able to work effectively as a member of the medical office clerical team.
3. Assumes responsibility for performance of job duties in the safest possible manner, to assure personal safety and that of coworkers, and to report all preventable hazards and unsafe practices immediately to management.
4. Successfully completes all relevant organizational training and adheres to Trinity Health Medical Group standard of care as outlined in the Trinity Health Code of Conduct.
5. Maintains knowledge of and complies with Trinity Health Medical Group standards, policies and procedures.
6. Maintains general knowledge of Trinity Health Medical Group  office services and in the use of all relevant office equipment, computer and manual systems.
7. Maintains strict confidentiality in compliance with Trinity Health Medical Group  and HIPAA guidelines.
8. Serves as a role model by demonstrating exceptional ability and willingness to take on new and additional responsibilities.  Embraces new ideas and respects cultural differences.
9. Uses resources efficiently.
10. If applicable, responsible for ongoing professional development – maintains appropriate licensure/certification and continuing education credentials, participates in available learning opportunities.

MEASURED BY:

Performance that meets or exceeds IHA CARES Values expectation as outlined in IHA Performance Review document, relative to position.

ESSENTIAL QUALIFICATIONS:

EDUCATION:  Associate’s degree in Health Care Administration or combination of equivalent education and experience.

CREDENTIALS/LICENSURE:   None

MINIMUM EXPERIENCE:  Previous medical office or healthcare experience preferred, with background providing high level administrative support in a complex working environment.

POSITION REQUIREMENTS (ABILITIES & SKILLS):

1. Knowledge of secretarial/clerical, customer service and billing processes related to position responsibilities.
2. Familiarity with physician office or department basic services and hours of operation to respond to customer requests accurately.
3. Sufficient knowledge of medical terminology to perform responsibilities. 
4. Sufficient knowledge of general business mathematics.
5. Proficient in operating a standard desktop and Windows-based computer system, including but not limited to, Microsoft Word and Excel, Outlook, Amion, WebXchange, physician scheduling software, intranet and computer navigation.  Ability to use other software as required while performing the essential functions of the job.
6. Strong capability to effectively understand the impact on the IHA Hospital Medicine program when making scheduling decisions and ensure that schedules are accurate and complete prior to publishing.
7. Excellent communication skills in both written and verbal forms, including excellent customer service skills and proper phone etiquette.  Ability to speak before groups of people, either in-person or virtually.
8. Ability to work collaboratively in a team-oriented environment; courteous and friendly demeanor.
9. Ability to work effectively with various levels of organizational members and diverse populations including IHA staff, providers, family members, insurance carriers, and vendors.
10. Ability to cross-train in other areas of practice in order to achieve smooth flow of all operations.
11. Good organizational and time management skills to effectively juggle multiple priorities and time constraints.
12. Ability to exercise sound judgement and problem-solving skills.
13. Ability to handle patient and organizational information in a confidential manner.
14. Ability to travel to other office/practice sites and meeting and training locations.
15. Successful completion of IHA competency-based program within introductory and training period.