Office Assistant

Position: Officer Coordinator, Medical Staff Administration

Duration: 3+ months contract but could be extended

Location: Los Angeles, CA 90033

Parking/Cost: At candidate's expense $20/day

Work hours: M-F 8:30 am 5:00 pm

Job Description:

• As an integrated part of the department, this position provides coordination of office flow and activities.
• Offers support in coordinating and maintaining files and data activities in an efficient manner.
• Provides clerical support to the department staff.

Departmental specific summary:

• As an integral part of the Medical Staff Administration, this position provides coordination of office flow and activities and facilitates activities within the Medical Staff Administration Office.
• This position also coordinates assigned credentialing duties related to onboarding for new Medical Staff members and Allied Health Professionals, data entry, preparing of board letters, and other duties outlined in this job description.
• Offers support in coordinating and maintaining and data activities in an efficient manner.
• Provides other clerical support as needed.

Job accountabilities:

Office Coordinator functions:

• Responsible for Monthly Medical Staff meeting calendar, including booking meeting rooms, maintaining calendar grid andcatering request.
• Responsible for maintaining the Medical Staff Administration Page on the Intranet.
• Distributes Monthly Medical Staff meeting calendar.
• Transcribes daily huddle notes for references and Department Meetings minutes.
• Responsible for uploading Quality Profiles for Reappointments and Provisional Reviews
• Creates Board letters following each Governing Board meeting within 10 business days of Governing Board approval.
• Responsible for depositing, tracking and entering yearly dues for Medical Staff and Allied Health Professionals
• Responsible for ordering and maintaining supplies for the department.
• Responsible for outside affiliation request.
• Answers all incoming calls in a timely manner, provides courteous and professional phone support.
• Assist with Director's meeting Scheduling - Coordinates meeting dates and times with all participants. Arranges for
• conference rooms or other meeting locations, audio-visual equipment, or catering services as needed.
• Attends meetings and types of minutes of meetings as requested.

Office Maintenance:

• Orders and maintains office supplies; assists in care and maintenance of departmental equipment.
• Assures documents are prepared and sent to the Office of Integrated Credentialing for individual credential files and scans/uploads into Credentialing Data Base.

Accreditation:

• Maintains current knowledge of Regulatory standards.
• Maintains current knowledge of Medical Staff Bylaws, General Rules and Regulations, and AHP Rules and Regulations.

Legal/Risk Management:

• Maintains current knowledge of legal principles of credentialing.
• Maintains current knowledge of State and Federal confidentiality laws affecting physician and Medical Staff and Allied
• Health Professional staff record keeping.

Information Technology:

• Assists with maintaining database on all Medical Staff and Allied Health Professionals
• Responsible for assigning PBAR numbers and issuing/tracking for other departments.
• Demonstrates proficiency with Microsoft Office applications.
• Uses credentialing data base for assigned duties for data entry, including board approval dates, privileges and uploading documents.
• Facilitates new and existing Medical Staff and Allied Health Professional staff On boarding that includes, badge, parking, IT and Imprivata Access.
• Attends New Medical Staff and Allied Health orientation as scheduled/assigned.

Guest Relations:

• Projects cooperation and hospital core values to all customer groups.
• Other Duties as assigned.

Knowledge, Skills and Abilities:

• Excellent skills in use of personal computer software programs including but not limited to MS Word, PowerPoint, and Excel.
• Must be well organized and work independently with minimal direction.
• Knowledge of medical terminology preferred.
• Working knowledge of Information systems, Medical Staff credentialing, and/or multi-specialty Graduate Medical
• Education program experience preferred.

Job Qualifications:

• High school or equivalent
• 1+ year of experience required.
• Experience in an acute care facility or large healthcare organization in which duties included multiple tasks.

Licenses/Certifications:

• Fire Life Safety Training (LA City): If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
• Certified Professional in Medical Services Management (NAMSS): Valid CPMSM or CPCS by the National Association of Medical Staff Service (Preferred)