Hospitalist Department Assistant

Scope of Position :

We are seeking a detail-oriented and proactive Hospitalist Department Assistant to join our team at Waterbury Health. The successful candidate will be responsible for coordinating schedules, managing internal and external communications, ensuring compliance with hospital policies, and supporting the Hospitalist and Anesthesia departments. This role is essential for maintaining smooth operations and ensuring safe and quality patient care.

Responsibilities:

• Schedule Coordination:

  • Create and coordinate schedules 3-6 months in advance.

  • Track the schedule and ensure an adequate complement of providers is on-site.

  • Escalate critical staffing gaps to the Hospitalist Director / Chair of Anesthesia.

• Communication Management:

  • Coordinate internal/external communications and meetings.

  • Schedule and manage monthly hospitalist team and Anesthesia department meetings, including agenda preparation, room booking, and minute taking.

  • Maintain hospitalist team list and distribute it to all floors for effective communication.

• Administrative Support:

  • Manage incoming phone calls, faxes, and mail.

  • Ensure physicians’ shifts and timekeeping for payroll with proper documentation of shifts worked and rates.

  • Handle individual inquiries from physicians regarding pay, extra shifts, bonuses, schedules, shift swaps, and CME requests.

  • Maintain regular communication with physicians regarding any questions or issues.

  • Ensure compliance with required training, medical record-keeping, and other hospital or administration requests.

• Billing and Documentation:

  • Ensure the attending physician is changed in the EMR or billing sheets collected for each procedure (anesthesia) each day.

  • Perform a crosswalk of provider billing to EMR or sheets.

• Liaison Duties:

  • Act as a liaison with Primary Care Physicians or other departments.

  • Handle internal mail.

  • Coordinate interviews and tours of the hospital for prospective candidates.

• Support and Logistics:

  • Aid in workflow logistics as needed.

  • Assist the medical director with staff meeting scheduling and material preparation.

  • Interact professionally with other departments.

• Additional Duties:

  • Perform other administrative tasks and duties as directed by Hospitalist or Anesthesia leadership.

Requirements:

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal abilities.

• Proficiency in scheduling and administrative software.

• Ability to handle sensitive information with confidentiality and professionalism.

• Experience in a healthcare setting is preferred.

Benefits:

• Competitive salary and benefits package.

• Opportunities for professional development and continuing education.

• Supportive and collaborative team environment.

• Free parking and access to hospital facilities.

Waterbury Health considers applicants for employment without regard to, and does not discriminate on the basis of an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Waterbury Health discriminate on the basis of sexual orientation or gender identity or expression. 

THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT EXCLUDE OTHER OCCASIONAL WORK ASSIGNMENTS NOT MENTIONED, THE INCLUSION OF WHICH WOULD BE IN CONFORMITY WITH THE FACTOR DEGREES ASSIGNED TO THIS JOB.