Executive Administrative Assistant - CMO (22430)

General Purpose

Under general supervision of the Chief Medical Officer (CMO) the Executive Administrative Assistant performs clerical and secretarial duties for the medical department.

Main Responsibilities & Duties

• Maintains CMO schedule.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, correspondence, and proposals.
• Maintains provider’s files: (PTO, and Standardized Procedures agreements, CV’s /Applications and Privileging Applications etc.)
• Creating, maintaining, and tracking all internal and hospital call schedules
• Ensures all medical sites always have provider coverage.
• Maintains and protects operations by maintaining confidentiality of the corporation’s sensitive issues.
• Orders department supplies. Following internal procedures, purchasing orders and maintaining inventory of supplies.
• Access’s ECW for client information. Familiar with the electronic health record and other provider utilized applications (labs/cures) to be able to understand and convey provider issues.
• Assists with student paperwork, which involves obtaining contracts from schools, paperwork from the student and precepting provider.
• Tracks and maintains all pertinent contracts for renewal or revision.
• Schedules and tracks medical provider performance reviews, communicates with Human Resources to prepare all appropriate documents.
• Coordinates all provider meetings and informs participants. Coordinates all meetings for CMO.
• Assists the CMO with midlevel supervision tracking forms.
• Completes and tracks all Pay Action Forms for medical provider evaluations and all other changes for the CMO to sign via Paycom. Maintains confidentiality of sensitive payroll information.
• Updates policies and procedures for the CMO as required and as necessary.
• Updates Peer Review Protocols as needed. Track timely completion of Peer Reviews. Pulls reviews from vendor portal to share with Compliance and Providers. Works closely with peer review vendor to suggest format, feedback, creating peer review specialty forms etc. Communicates provider feedback to vendor and vice versa. Set up meetings with providers and site admins for peer review education.
• Works with the hospital as a liaison to conduct training/seminars and to organize all details of pediatric providers that work in the hospital.
• Communicates with CMO and all departments as necessary regarding medical provider issues that need resolutions.
• Makes required updates/renewals etc. for all CMO contracts. Initiates and ensures completion of all new contracts. Keeps up to date with contracts by working with contract works.
• Participates in Risk and Compliance/Safety meeting/PI on behalf of CMO as necessary.
• Participates in orientation for all new medical providers. Reviews the incentive policy, controlled substance policy, work completion timelines, along with providing the orientation schedule for the first week.
• Works with compliance to accommodate all medical patient incidents and complaints which need interception between various departments for resolution.
• Provide information/encounters to AP to pay Independent Contractors.
• Coordinates all training for CMO using company credit cards as necessary.
• Submits board reports for the CMO.
• Other duties as assigned by supervisor.
  
  

QUALITIES & CHARACTERISTICS

• Maintains a professional relationship and positive attitude with co-workers the public, patients and all Ampla Health’s staff, Board of Directors and vendors
• Maintains the highest professional ethics and is honest in dealing with people; is a model for all employs through his/her actions
• Strives to learn more and is receptive to learning different ways of doing things
• Displays enthusiasm toward the work and the mission of Ampla Health
  
  

Professional Knowledge, Skills & Abilities

• High School Graduate or equivalent required with a minimum of two years clerical experience; AA degree desired
• Skills in Microsoft Office, including Word, Outlook, and Excel
• Type 40wpm
• Ability to follow written and oral directions
• Ability to write and spell correctly
• Ability to maintain the confidentiality of the department’s issues
• Demonstrate clear knowledge of Ampla Health’s clinic structure, standards, procedures and protocols
  
  

Working Conditions & Physical Requirements

Works well with patients, co-workers, and vendors in a generally comfortable environment office. Employee must possess the following physical requirements:

• Must be able to lift up to 40 lbs
• Must be able to hear staff on the phone and those who are served in-person, and speak clearly in order to communicate information to clients, vendors, agencies, and staff
• Must have vision, which is adequate to read memos, a computer screen, registration forms and other documents
• Must be able to reach above the shoulder level to work, must be able to bend, squat, sit, stand, stoop, crouch, reach, kneel, twist and turn