Administrative Assistant III

Baptist Healthcare System•Lexington, KY

6d•Onsite

About The Position

The Medical Staff Office supports the credentialing, privileging, and ongoing compliance of the hospital’s medical staff. The department collaborates with providers, leadership, and regulatory bodies to ensure adherence to accreditation standards, bylaws, and policies supporting safe, high-quality patient care and effective medical staff governance. The Administrative Assistant is responsible for gathering current licensing, insurance and certificate information needed for Medical Staff and Allied Health Professional Staff to maintain credentials at Baptist Health Lexington. Responsible for maintenance of all medical staff/allied health files and data entry into systems that utilizes medical staff information. Responsible for generating badges for physicians and allied health. Assists with administrative and clerical functions of the Medical Staff Office. Provides administrative assistance to the Chief Medical Officer and Director of Department. Assigned special projects and specifically delegated activities. Prepares annual medical staff calendar and call schedule. Maintains monthly medical staff calendars and emergency room service call rotations. Updates and maintains as necessary throughout the month. Handles all correspondence assigned according to written or verbal instructions. Provides work processing, proofing, copying, assembling, filing, and mailing. Archives all office documents data in easily accessible format. Answers all inquiries according to facility release of information policy. Responsible for department and medical staff financial deposits. Sends medical staff invoice and tracks Medical Staff Dues. Adds all new appointments, reinstatements, after Board approval for PHYSICIAN/AHP into appropriate systems monthly. Assists with Daisy Awards by copying apps and blinding for the committee meetings Department of Pediatrics and Radiation Safety Committee. Maintains CME submission paperwork and forwards to CME Coordinator for Children’s Services, Orthopedic and OB/GYN Grand Rounds. Maintains Calendar/Scheduling for VP and organize meetings as necessary. Submits Conference Preapproval forms and completes Expense Report for reimbursement to the Finance Department/Administration as needed. Order supplies/materials and maintains inventory and purchase order/invoice reconciliation.

Requirements

High School/GED
Three years of related experience

Responsibilities

Gathering current licensing, insurance and certificate information needed for Medical Staff and Allied Health Professional Staff to maintain credentials.
Maintenance of all medical staff/allied health files and data entry into systems.
Generating badges for physicians and allied health.
Assisting with administrative and clerical functions of the Medical Staff Office.
Providing administrative assistance to the Chief Medical Officer and Director of Department.
Assisting with special projects and specifically delegated activities.
Preparing annual medical staff calendar and call schedule.
Maintaining monthly medical staff calendars and emergency room service call rotations.
Handling all correspondence assigned according to written or verbal instructions.
Providing work processing, proofing, copying, assembling, filing, and mailing.
Archiving all office documents data in easily accessible format.
Answering all inquiries according to facility release of information policy.
Responsible for department and medical staff financial deposits.
Sending medical staff invoice and tracking Medical Staff Dues.
Adding all new appointments, reinstatements, after Board approval for PHYSICIAN/AHP into appropriate systems monthly.
Assisting with Daisy Awards by copying apps and blinding for committee meetings.
Maintaining CME submission paperwork and forwarding to CME Coordinator for Children’s Services, Orthopedic and OB/GYN Grand Rounds.
Maintaining Calendar/Scheduling for VP and organizing meetings as necessary.
Submitting Conference Preapproval forms and completing Expense Report for reimbursement.
Ordering supplies/materials and maintaining inventory and purchase order/invoice reconciliation.