Administrative Professional

Description

• Department: Administration 
• Exempt/Non-Exempt: Non-Exempt
• Reports to (title): Administrator
• Supervises (titles): None

Position Summary:

Responsible for supporting the Administrator in general operations, marketing, events and community engagement, Board Secretary, 401k plan, insurance renewals, and physician and medical staff credentialing. Responsible and accountable for compliance with regulations mandated by governmental agencies as well as Policies and Procedures established by the Board of Directors of SMSC and related business entities. 

Responsibility/Standards of Performance:

Weight Responsibility Standards of Performance

(percentage of time spent on specific duty and standard employee is held to in performance of duties; subject to adjustment as needed)

30% Administrative

Support Administrator as needed in general operations, meetings, events, and special projects. Perform general administrative duties including formal business communication and/or transcribing correspondence, reports, contracts, and other documents. Maintain organized, up-to-date administration files and physician files and credentials. Answer telephone and screen visitors, directing to appropriate person or department. Maintain schedule for conference rooms. Assist with travel and meeting reservations for employees traveling for work. Organize food and beverage service for meetings and events. Maintain and accountable for clinic petty cash account and change bag balancing. Responsible for call schedule, CME, on-call schedules, and surety bond renewal. 

25% Marketing & Events

Responsible for supporting the Administrator in developing an annual marketing plan to promote physicians and clinic through advertising, community activities and business contacts using resources such as print, radio, website, and social media. Manage content and assure maximum return on investment in line with Clinic’s mission and brand. Maintain professional, required and relevant signage throughout Clinic. Decorate Clinic for events and holidays. Keep community informed using timely and targeted posts about physicians, staff and clinic activities as appropriate. Prepare and update brochures and other items for events. Coordinate Clinic health fair, screenings, blood drives, physician speaking engagements and other educational or service programs in the community. Represent Clinic at community events and work with other healthcare organizations in the community. Collaborate and communicate with the Administrator in all aspects of marketing, advertising and community events. Work with the Administrator to plan, coordinate and carry out various employee engagements, appreciation, and seasonal meals and events.

10% Meetings

Serve as Board of Directors, Quality Management, Executive Committee, and related business entity's secretary. Schedule meetings; assist with agenda and meeting packet preparation. Responsible for timely meeting reminders, setup, meal catering, and cleanup. Attend meetings, prepare and distribute minutes. Distribute and organize/file monthly financials and spreadsheets from bookkeeper. Ensure meeting minutes are signed after approval and stored/filed appropriately. 

10% Insurance Renewals

Work directly with agent and insurance company staff to maintain professional liability coverage for providers, general liability coverage for facilities, director and officers insurance, cyber security insurance, worker’s compensation, and any other required insurance plans. Obtain bids for coverage and assists with the evaluation process. Maintain insurance policy files and professional liability case files and documents, with detailed notes of all activities and conversations related to the case. Keep physicians fully informed on cases and proceeds as directed by the Administrator. Coordinate with malpractice carrier, physicians and attorneys on all potential, pending, active and closed cases.

10% Physician Credentials

Responsible for completing Commercial Insurances and Managed Care applications for providers participating in HMOs, and PPOs and other managed care networks, working with Privia Medical Group as needed. Complete applications for physicians re-credentialing in managed care networks. Assures physician credentials are up to date with insurance companies. Follow up on pending applications for status update. Complete other applications including hospital staff privileges and liability insurance applications. 

5% 401K Maintenance

Responsible for day-to-day management of the 401K plan, working closely with Privia Medical Group, Empower and Prime Pensions. Work with Empower and participants for eligibility, enrollment, funding of employee deferrals and employer match, payroll summaries, resolves problems, and assists employees as needed. Maintain employee files, reports and documents associated with plan. Assure plan participants receive plan communication and documents as required by DOL. Schedules employee training. Work with Empower and Privia on annual audits. Responsible for obtaining and preparing documents and reports for audits.

5% Medical Staff Credentialing

Responsible for assuring SMSC/CHC/ECC and any other related entity physicians, including locum tenens and advanced practice providers, meet and maintain credentialing requirements of SMSC/CHC/ECC/related entities and area hospitals. Responsible for processing all medical staff applications. Responsible for annual credential updates for physicians and providers. Perform full credentialing for new physicians and providers, working with Privia Medical Group as needed. Maintain physician and provider contracts and monitors for maturity dates, informs administrator of impending expiration. Responsible for annual renewal of physicians’ medical license and DEA renewals. License renewals must be submitted timely 100% of the time. Responds appropriately to requests for copies of physicians’ licenses, insurance, etc. Maintains current Curriculum Vitae for all physicians and advanced practice practitioners.

5% Customer Service/other duties assigned

100% of the time. Responsible for treating others politely and with respect. Remain professional, polite and considerate of patient, team member and practice needs. Listen well and respond concisely, yet accurately to questions asked. Responsible for problem solving and not letting patient or Clinic expectations go unmet. Demonstrate a desire to be responsive, make others feel welcome and that you are eager to help them. Get along well with the public, patients, providers and team members.

Security Level E/5: Access to email, web surfing, timecard, work order tracking system and interoffice instant messaging. Limited access to patient insurance, financial or medical data. Access to medical data is limited to templates, documents and scanned information specified as pertinent to job duties. Limited ability to add information to the patient chart, no ability to modify or delete data entered by another user. Ability to view but not modify or delete patient financial or insurance data. Due to performance of job duties, may become privy to some patient medical data before it has been recorded in the electronic record.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Requirements

Position Qualifications:

• Bachelor of Business Administration or Equivalent (Preferred)
• Type 60 words per minute
• 10-key by touch
• Computer proficient, including Microsoft Office Suite
• Knowledge of insurance, policy drafting, and contract review/negotiations
• Excellent organizational skills; works independently and meet strict deadlines
• Excellent communication skills, including written and verbal
• Interact in a positive manner with a diverse group 
• Perform job duties in a fast-paced environment while maintaining professional
• demeanor and exercising sound judgment
• Meet attendance requirements of the job, which includes meetings and events outside of usual business hours
• Think rationally and reason logically
• Maintain absolute confidentiality
• Ability to muti-task and prioritize time well

Working Conditions:

Fast paced environment in a professional medical office setting.