Medical Staff Coordinator/Administrative Assistant in Roaring Spring, PA at LifePoint Health

Date Posted: 9/12/2023

Job Snapshot

Job Description

Nason Medical Center

Conemaugh Nason Medical Center is seeking a full-time Medical Staff Coordinator/Administrative Assistant. The Medical Staff Coordinator/Administrative Assistant coordinates the Medical Staff credentialing and reappointment process. Provides technical and secretarial support to the Medical Executive and other Medical Staff committees and officers and to committees and CQI teams for the organization. Acts as an Administrative Assistant to the CEO as well as provides core guidance and direction to professional students conducting clinicals at the Medical Center.

Conemaugh Nason Medical Center is a 45-bed hospital that serves rural and suburban populations in Roaring Spring, Altoona, and parts of Blair, Bedford, and Huntingdon counties. Caring for the community since 1900, Conemaugh Nason Medical Center prides itself on providing safe, high quality, compassionate care. With a state-of-the art cardiac catheterization lab, Conemaugh Nason offers a range of inpatient, and outpatient cardiac services close to home when every minute matters. The hospital provides 24/7 emergency care as an accredited chest pain center, and offers comprehensive outpatient, imaging, diagnostic, and specialty services. As a LifePoint Health National Quality Leader, Conemaugh Nason is leading the way among peers by delivering the highest quality of care for patients.

Conemaugh Nason is also a member of the Conemaugh Health System, a Duke LifePoint Healthcare system. Conemaugh Health System serves more than a half-million patients each year through the Nason Physician Group, Conemaugh Physician Group and Medical Staff, a network of four hospitals, specialty clinics and patient-focused programs.

Job Requirements

Essential Functions:
Medical Staffing Duties:
Coordinates the Medical Staff credentialing process for new applicants, including expansion of privileges and reappointment.
Processes all applications for appointment, new privileges and reappointment, according to established protocols and timeframes.
Coordinates with department chairman and other required reviewers.
Prepares credentialing report for Medical Executive Committee and Board of Directors in a timely and accurate manner.
Documents & follows-up on all action taken by the Medical Executive Committee or its designees at or between meetings.
Notifies applicants of credentialing decisions.
Maintains up-to-date credential folders for all medical staff applicants, current and past members, according to established protocols.
Assists in maintaining OPPE monthly physician data.
Implements and maintains a system of tracking credentialing elements that have expiration dates, including insurance, state licensure, DEA registration, board certification, etc.
Coordinates orientation of physicians, allied health professionals and their employees.
Coordinates and attends Medical Staff and hospital committees, including but not limited to, Patient Safety Clinical Quality, ICU/ED, Medical and Surgical Departments, & Compliance.
Prepares agenda, notifies members of meetings, takes minutes, coordinates follow up & maintains documentation of all committee activities.
Interacts with hospital and medical staff to coordinate medical staff and physician quality improvement programs.
Prepares, maintains current copies of Medical Staff Bylaws, Rules/Regulations, and Policies.
Prepares and distributes annual and updated versions of Medical Staff assignments for departments, committees, on service schedule and disaster assignments.
Interacts with hospital and medical staff to coordinate medical staff and physician quality improvement programs.
Prepares, maintains current copies of Medical Staff Bylaws, Rules/Regulations, and Policies.
Prepares and distributes annual and updated versions of Medical Staff assignments for departments, committees, on service schedule and disaster assignments.
Maintains and uploads up-to-date medical staff rosters, phone listings and on-call/coverage schedules.
Sorts and distributes medical staff mail via their mailboxes. Reviews all incoming medical staff correspondence, responding to routine requests for information per established protocols. Notifies appropriate Medical Staff officer or hospital administration regarding any non-routine medical staff issues for appropriate action.
Maintains the Medical Staff Library, ensuring materials are up-to-date and accessible.
Coordinates ongoing physician verification process as it relates to the Physician Master in EDR.

Attendance at board meetings:
Prepares all required monthly board information and submits it for review at the monthly meeting.
Ensures boardroom is set-up and accessible for all members prior to each meeting.
Attends monthly board meetings and takes minutes. Is responsible for formalizing minutes from board meetings and maintaining minutes according to requirements (Board of Trustees Minutes).

Primary point of contact for professional students conducting clinicals:
Core point of contact for various professional level students who will be conducting clinicals at the Medical Center (i.e., Physician Assistants).
Validates school contracts are on file, seeks approval for student clinical experiences, and schedules orientations. Ensures current contracts are up-to-date and approved by the CEO.
Works with Administrative Assistant-Nursing/Volunteers to ensure all students complete Medical Center orientation, including presenting the facility tutorial and making sure students complete the necessary paperwork for compliance.
Manages student files/records for auditing purposes. Consults HRD for guidance.

Staff communication initiatives and event scheduling/planning:
Works with Administrative Assistant-Nursing/Volunteers to create various agendas. Takes minutes at various meetings as requested, formalizes minutes for recordkeeping purposes.
Is responsible for Executive Team, Department Director, Growth Team, and any other assigned ad hoc. meeting's agenda. Will solicit agenda items in preparation for these meetings. Formalizes any applicable minutes or recordkeeping per meeting.
Works with Administrative Assistant-Nursing/Volunteers to reserve rooms and schedules meetings and events using the Medical Center Calendar. Assists staff members, including Directors/Managers, who request the scheduling of meetings and events.
Works with Administrative Assistant-Nursing/Volunteers to coordinate events specifically assigned by the Medical Center Officers. Event planning will include invitations, food, documents/agendas, decorations, etc.

Acts as the Administrative Assistant to the CEO:
Performs all administrative assistant related duties as assigned by CEO of the Medical Center. Conducts all duties in a strict confidential manner.
Relays messages and materials to the CEO. Completes assignments and addresses mail in timely, accurate manner.
Manages CEO's calendar and availability, including scheduling appointments and meetings with various stakeholders.
Completes and submits CEO's mileage report to appropriate parties for processing.
Coordinates special events as assigned by the CEO.
Perform other duties as assigned.

Organizational Expectations:
Promote the mission, vision, values, goals, and general policies of Conemaugh Nason Medical Center.
Presents a professional image by appearance, articulation, and behavior; adheres to hospital and departmental dress codes, including wearing the Nason ID badge, with no pattern of deviation.
Adheres to Corporate Compliance Guidelines and requirements of Federal, State, and local regulatory and accrediting agencies with no deviation from standards.
Adheres to standards of professional ethics and maintains confidentiality regarding all patient and all privileged work information with no documented deviation from standards.
Respects the cultural and diversity, rights, privacy needs of the patients, employees, and all whom we come in contact with no deviation of hospital policy.
Participate/attend all mandatory in-services with no deviation from departmental time frames or unexcused absences. Completes all Life Point, Life Talent assignments in a timely manner.
Demonstrate dependability by infrequent and appropriate use of sick time.
Maintains punctuality and gives one hour notice for unscheduled absences.
Gives evidence of reliability by completing all assignments in a reasonable time frame per established policies.
Gives evidence of dependability by: Infrequent and appropriate use of sick time (4 or more non FMLA instances will constitute a 'not met' and require a verbal warning).
Observes the policies of the hospital by maintaining a clean and safe work environment and performing work safely at all times with no deviation from safety policies.
Promotes appropriate customer service skills by being helpful, courteous, considerate, sensitive, and compassionate to the needs of staff, patients, physicians, and visitors with whom we come in contact with during the workday.
Works as a team player, recognizing organization-wide needs over individual functions.
Abides by all established infection control guidelines.

Job Requirements:
Minimum Education:
Medical secretarial, health information, or medical staff services training and experience required.
Knowledge of medical terminology.
Associate's Degree or related post-secondary education.

Certification/registration as Certified Medical Staff Coordinator, Accredited Record Technician or Registered Record Administrator preferred.

Required Skills:
Requires critical thinking skills, decisive judgment, and the ability to work with minimal supervision.
Must be able to work in a stressful environment and take appropriate action.
Strong organizational skills.
Ability to communicate and work effectively with all hospital personnel.
Data entry and typing skills.
Ability to maintain confidential information.

Competitive wage, benefits package, 401K, PTO, and onsite occupational health. 

LifePoint Health is committed to providing Equal Employment Opportunities for all applicants and employees and complies with all applicable laws prohibiting discrimination against any employee or applicant for employment because of color, race, sex, age, religion, national origin, disability, genetic information, gender identity, sexual orientation, veterans’ status or any other basis protected by applicable federal, state or local law.

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