Medical Staff Coordinator II

Key Responsibilities

Administrative Support:

* Support providers in the Department of PM&R divisions and other providers at SRN with administrative tasks including:
o Manage calendars including multiple meetings daily for physicians around clinic schedules
o Complete general office tasks such as faxing, scanning, mailing, etc.
o Maintain credentialing documentation for each provider (scan and file licenses, membership renewals, etc.)
o Coordinate travel arrangements as needed
o Process and submit expense reports as needed
o Track each provider's CME annual budget
o Assist with technology trouble shooting and questions
o Create documents and/ or presentations as needed including PowerPoints, etc.
o Reserve conference rooms and order food and beverage, for meetings as needed
* Support the administrative leadership of the Department of PM&R, including managing calendars and setting up meetings.
* Schedule, track, and document Annual Career Conferences for Department of PM&R Faculty.
* Coordinate administrative team meetings.
* Assist with interview scheduling for potential new faculty.
* Answer incoming phone calls and respond to voicemails on personal office line, and department line as back-up/as needed.
* Order gifts from the department (baby gifts, sympathy baskets, etc.) as needed.
* Maintain time cards as needed for staff.
* Manage Department Distribution Lists
* Coordinate or assist with special projects and department events as needed (Gordon Research Day, PM&R Day, Department of PM&R Holiday Party, etc.) Assist with as needed Continuing Medical Education (CME) and Grand Rounds programs.
* Assist with the monthly SRH Medical Executive Team meeting and SRH Credentialing Meeting as needed including taking minutes and disseminating the agenda.
* Track BLS/ACLS training and certification.
* Coordinate credentialing of providers with Centralized Credentialing Office.
* Prepare CVs for the Department of PM&R Faculty in Harvard Medical School formatting, utilizing the easy CV software program as needed.
* Maintain Internal Medicine weekend call schedule, and as needed, update AmIOn with physician schedules. Assist with compiling coverage information for weekly weekend call schedule. Forward / update pagers as needed to ensure patient coverage.
* Maintain and update department organizational charts and PowerPoints as needed.
* Perform other duties and responsibilities on behalf of the Department as assigned / as needed.
* Daily Mailroom stocking and mail and fax distribution.
* Update and change mailboxes in the hospital and department mailrooms and names on copy/scanner machine as needed when a provider(s) joins / leaves.
* Order office supplies including but not limited to: business cards, paper, ink, tissues, coffee, letterhead, etc.
* Daily coffee and office supply stocking
* Filing department work orders (i.e.: lighting, plumbing, carpentry, locksmith)
* Receive packages and ship outgoing mail as needed
* Maintain clean workspaces including shared areas such as the fridge and microwave

Ongoing & Focused Professional Practice Evaluation (OPPE/FPPE):

* Manage credentialing and other Medical Staff (MS) related policies specific to Spaulding Rehabilitation.
* Assist with preparing for successful Joint Commission (JC) surveys (Memos, meetings, etc.) at all four Spaulding inpatient sites., including participating in meetings to discuss compliance and working on Memos to educate clinical staff on critical components of the JC survey related to credentialing and privileging, etc.
* Serve as contact during TJC visits.
* Coordinate Focused Professional Practice Evaluation (FPPE) and Ongoing Professional Practice Evaluation (OPPE) processes at Spaulding Rehabilitation Hospital (SRH), Spaulding Cape Cod (SCC) and Spaulding Hospital Cambridge (SHC).
* Coordinate initial orientation at Spaulding Rehabilitation Brighton (SRB) as part of a JC requirement.
* Coordinate bi-annual providers' performance evaluation process at SRB as part of a JC requirement.
* Assist with the bylaws edits and updates as needed to assess compliance with the JC MS standards.
* Coordinate Graduate Medical Education Committee (GMEC) meetings at SHC.
* Ensure that all required forms are properly maintained by category at each facility/institution
* Provides a documented step-by-step outline of the OPPE/FPPE process for each entity.
* Responsible for ongoing communication with departmental contacts to ensure program standards are met
* Review departmental plans to assess the efficacy of measures are an accurate reflection of physician performance on quality and safety of patient care.
* Responsible for distribution of standard monthly and quarterly reports; reviews report integrity as part of quality control and summarizes report results.
* Evaluates data and reports to assess if reporting structure meets end user requirements.
* Lead, conduct, and evaluate the annual audit of all departmental OPPE plans.
* Manage contact list of key administrators and physicians for routine distributions.
* Coordinate with other MGB departments regarding OPPE/FPPE.

Expectations
* Reports are prepared in a timely manner and accurately.
* Office equipment is maintained and ready for use. Office supplies are ordered and inventory maintained.
* Appointments are scheduled and calendars are maintained accurately and with sensitivity to participants' schedules.
* Meetings and events are scheduled, planned and coordinated independently and appropriately. Equipment and materials are available as needed
* Presentation materials are prepared creatively, timely and accurately.
* Travel arrangements are made according to scheduling needs of traveler.
* Meetings are attended, and meeting notes are prepared and distributed to attendees.
* Correspondence and other communications are written and presented in appropriate format from notes, verbal instructions, or independently from knowledge of circumstances and policy.
* Complex assignments are performed that are non-repetitive and often project oriented, with ability to problem-solve and determine best course of action with little or no direction.
* Expense reimbursement requests, purchase orders and other financial procedures are processed accurately and timely.
* Additional department, organization, or network activities are completed per established objectives.
* SRN Organizational Values of Innovation, Collaboration, Accountability, Respect, and Excellence are upheld.

Education/Degree

Required

• Associates Degree or equivalent work experience required

Preferred

• BA/BS Preferred.

Experience

Required

• Minimum 2 years administrative support

Preferred

• OPPE/FPPE/credentialing experience strongly preferred

Skills

Required

• Excellent customer service skills with ability to interact with a diverse population using tact and diplomacy
• Excellent written, verbal and electronic communications.
• Moderate supervision with some self-direction performing moderately complex work
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.

Preferred

• Ability to handle confidential and sensitive information.
• Attention to detail.
• Highly developed communications and interpersonal skills, working with diverse population. Maintain solution-oriented approach while dealing with interpersonal conflict.
• Anticipates challenges and develops and implements strategies for addressing them.
• High level of service delivery. Demonstrate initiative with ability to prioritize work, meet deadlines, and adapt to changing situations.
• Work independently, be self-directed and contribute as a member of a team.