Administrative Specialist - Senior

Positions Location: Lansing, MI Job Description General Purpose of Job: Serve as the Administrative Specialist - Senior for the Administrative Director and Clinical Risk Consultants. Responsible for assisting the Administrative Director and the Clinical Risk Consultants with prioritizing tasks, calendaring, drafting and editing detailed correspondence, and relaying information to other individuals regarding general office duties. Utilize cumulative experience and knowledge to offer strategic guidance and advice to colleagues.

Essential Duties: This job description is intended to cover the minimum essential duties assigned on a regular basis. Caregivers may be asked to perform additional duties as assigned by their leader. Leadership has the right to alter or modify the duties of the position.

Assist Administrative Director and Clinical Risk Managers for early claims resolution, meet strict regulatory and legal deadlines associated with the internationally recognized Michigan Model for Early Disclosure and Offer Program (also referred to as Communication & Resolution Program or CRP) Record important pre-suit and litigation deadlines for Administrative Director and Clinical Risk Consultants based on Michigan law. Maintain highly confidential or sensitive documents and information. Demonstrate strong writing skills and standards of professionalism, particularly when corresponding Sparrow Health System caregivers, government officials, administrators, legal personnel, and patients.

Act in an advisory role to other Administrative Specialists, especially focused on the Medical Malpractice for handling asserted claims within Clinical Risk Management. Knowledgeable and experienced in all Administrative Specialist responsibilities and duties. Available to answer any questions or concerns related to Administrative Specialist duties and/or general office information.

Analyze, compare, and evaluate various courses of action and have the authority to make independent decisions on matters of significance, free from immediate direction, within the scope of responsibilities. Primary activities and decision-making authority are predominantly performed independently. Provide complex calendar management in support of Administrative Director and Clinical Risk Managers exercising discretion and judgment to analyze and appropriately prioritize complicated and challenging schedules; respond to frequent changes in schedules; screen the purpose of meeting requests; set priorities when there is a conflict; obtain information related to the meeting and provide staff with background information needed for meetings.

Organize meetings, conferences, and other large events including reserving meeting rooms, arranging catering and AV needs, manage travel arrangements, prepare, and distribute agendas and other meeting materials when needed. Independently arrange high-stakes meetings with faculty, staff, attorneys, patients/families, and other departments. Scribe for meetings as requested and submit high quality written summaries for the internal file.

Arrange Administrative Director and Clinical Risk Manager registration, travel, and financial arrangements for clinical risk-related activities. Manage all aspects of external expert medical reviews for medical and nursing legal cases. Research potential experts, facilitate initial contact with experts/departments at well renowned medical systems, obtain CV's, draft correspondence with experts, coordinate the procurement of medical records, follow up with experts as needed, obtain invoice, W9's, and process payments.

Ensure the collection of all internal and external medical records, films, and pathology reads for the grievance and early claims resolution process. Coordinate and process all clinical chronology requests for legal cases. Prepare all documents in response to grievances, concerns, and early claims resolution, including sending expedited patient settlement checks and out of pocket payments.

Perform literature searches on health conditions and forms of treatment with complication rates. Independently provide recommendations to Administrative Director and other management regarding necessary legal research for high-stakes legal claims, gathering relevant information. Obtain detailed billing information to calculate and verify medical costs associated with claims.

Independently work with both internal and external legal counsel and medical malpractice plaintiff attorneys on claims. Meet regularly with Administrative Director to discuss clinical risk management action items, discuss all case status updates, and prioritize assigned tasks related to the clinical team. Provide regular updates on the progress of clinical team members' status related to grievances, claims and leadership meetings.

Manage all aspects of coordinating regional level clinical risk management meetings, education/training, and presentations for all Services supported by the Clinical Risk Managers. General office tasks: email management, copying scanning, faxing entering department reports, etc. Close involvement with Administrative Directors regarding clinical team and office projects, schedules, and budgets.

As part of the administrative team, participate in team meetings, assist team members, provide coverage for other administrative positions. Meet regularly with Clinical Risk Managers to discuss grievances, concerns, and claims updates. Develop an action plan of tasks for both the Clinical Risk Managers and Administrative Specialists.

Set up meetings and follow up with Clinical Risk Consultants and Administrative Specialists to ensure deadlines are met. Provide consistent quality assurance for all written communications employing strong attention to detail. Maintain basic knowledge of court systems and routinely check online filings in Court of Claims and other Michigan Courts for case filings of notices, lawsuits, and case statuses.

Professionally and independently communicate and prepare documents for Executive and Senior Leadership on behalf of the Administrative Director and/or Executive Director. Independently transcribe Administrative Director/Clinical Risk Manager interview and review meeting summaries for legal cases and family concerns into claims database if requested. Other duties as delegated and needed.

Job Requirements General Requirements Paralegal certification - preferred. Work Experience Minimum of 5 years of previous healthcare administrative support experience Minimum of 2 years of previous paralegal, legal assistant, medical malpractice claims support experience. Experience in conducting legal research, advanced secretarial/administrative skills and paralegal activities.

Education Minimum of an Associate's degree Health Care Administration, paralegal training, or certification as a legal assistant. Bachelor's degree - preferred. Specialized Knowledge and Skills Operates with considerable independence and works under general supervision.

Knowledge of University of Michigan Health System policies, rules, and regulations. Knowledge of health care delivery. Must have high proficiency in the use of Word, Excel, Power Point.

Knowledge of legal terminology and procedures is necessary. #LI-SS1 Sparrow Health System is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.