Executive Assistant- Outpatient Psych

District Medical Group•Mesa, AZ

15h•Onsite

About The Position

The Executive Assistant is responsible for a variety of office administration duties in support of the Outpatient Psychiatry services and programs within the Division of Psychiatry. This full-time role involves managing communications, scheduling, administrative tasks for physicians and leadership, maintaining office organization, and facilitating onboarding for new providers. The position requires strong organizational skills, discretion, and the ability to manage a variety of tasks in a fast-paced healthcare environment.

Requirements

High School Diploma or equivalent.
3+ years’ experience in an administrative support role with progressive administrative responsibility.
Strong interpersonal & communication skills.
Ability to communicate effectively both verbally and in writing.
Ability to be a team player, consistently demonstrating a positive attitude.
Independent judgment, resourceful, takes initiative, flexible.
Strong time management and organizational skills.
Able to compose reports and memoranda.
Excellent multi-tasking ability and attention to detail.
Personal and professional integrity.
Typing 40 wpm.
Understands the criticality, as well as the work habits and behaviors, of maintaining the strict level of confidentiality required in a health care administrative environment.
Ability to sustain a mature level of professionalism among staff, service partners’ employees, and other types of Division clientele at all times.
Maintain an active Fingerprint Clearance Card through Department of Public Safety.
Maintain a valid Driver’s License and motor vehicle record in good standing.
Maintain vehicle insurance coverage in accordance with the state minimum required limits.
Exhibit computer proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook).
Uphold and maintain confidentiality, in accordance with federal and state law, company policy, and the role being performed.
Understanding of and maintaining compliance with HIPAA laws and regulations.
Maintain compliance with DMG policies and procedures.
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards.

Nice To Haves

Bachelor’s degree

Responsibilities

Receive and respond in a professional and timely manner to incoming inquiries, communications and requests for assistance via the Department telephone; email, interoffice, or postal mail; or in person requests from visitors or other members of the Psychiatry division.
Provide general administrative support to the Outpatient Psychiatry Medical Director, including arrangement of meetings, physician schedules (and changes), intra-department communications, routine reports, and ad hoc projects.
Assist the Outpatient Psychiatry physicians with various administrative needs including time reporting, schedule changes, intra-department communications, miscellaneous paperwork completion, needs for office supplies, assistance with computer applications, and ad hoc projects as directed by the Outpatient Medical Director, Psychiatry Chair, or Department Administrator.
Maintain an organized filing system (for electronic and paper documents), faxing, mailing, copying, and data entry as needed to support Department’s administrative functions and contract compliance needs, according to conventional business standards and Division protocols.
Maintain the office environment in a manner that projects orderliness and consideration of visitors and co-workers within the Department.
Submit and ensure timely response to all requests for DMG or Valleywise Facilities or Information Technology (IT), maintenance for the respective Outpatient Psychiatry offices or behavioral health clinic providers’ needs.
Assist in forwarding time sensitive documents to the appropriate providers or Department leadership, and ensure documents are returned per the predetermined time frame; these may include such things as requests for forms completion or signature; professional privileging or employee health-required documents or documents that have hard deadlines for their return to the sender.
Timely notification, gathering and submission of all Department provider Time Reports, and any other provider documents that may be needed by the Division Chair, DMG or Valleywise from time to time.
Greet visitors to the Department and guide appropriate access to personnel and work areas.
Actively participate in and facilitate timely, clear and respectful communications with other departments within the Psychiatry Division, including Inpatient services, Academic program leaders and participants (residents, fellows and medical students), and executive assistant counterparts in the other Psychiatry Division facilities as well as professional counterparts in the Valleywise Behavioral Health departments.
On an ongoing basis, answer or assist in facilitating communications, for current and/or new department providers that require detailed knowledge of Department, Hospital or DMG policies and procedures (for such things as reporting sick time, requesting paid time off, how jury duty summons are handled, functioning of computers and pagers, employee reimbursements, and CME or other expense reimbursements).
Other duties as directed by the Outpatient Medical Director, Division Chair, or Department Administrator.
Maintain the Outpatient Psychiatry facilities’ clinic and call coverage schedules using QGenda, the Psychiatry Division’s scheduling software.
Obtain future provider work schedules from the Outpatient Medical Director or her/his designee.
Enter all schedules into QGenda.
Timely entry of changes to the coverage schedules.
Ensure the Valleywise Hospital System switchboard is aware of all call schedule changes as far in advance as feasible through QGenda schedule updates (or immediately by telephone if a change is emergent and for a date within 48 hours).
Address psychiatrists’ or other facility staff questions regarding schedules.
Provide informed and specific assistance to all new, onboarding providers in the Psychiatry Division.
Assess the new provider’s office or workspace to ensure that it has the office furniture, supplies and computer equipment required for his/her position and duties.
Engage the new provider’s medical director in planning, and document a department orientation itinerary for the new provider.
Disseminate the itinerary to all Psychiatry leadership, attending physicians and other staff who will participate in orienting the new provider to the Psychiatry Division and his or her specific facility.
Facilitate introductions to key personnel within the Psychiatry Division and the facility in which the new provider will work.
Facilitate communication with DMG or Valleywise IT departments to address any additional needs the new provider may have for software applications or equipment.
Familiarize the new provider with accessing/viewing schedules and also entering time-reports or extra pay requests in QGenda.
Follow-up with the new provider on a regular basis as necessary to ensure that he/she does not have any unanswered questions or needs.
Coordinate and enter (in QGenda) all schedules for non-Valleywise work locations where DMG Psychiatry Division providers who provide patient care or other professional services including such locations as the Arizona Pediatric Psychiatry Access Line (APAL), Gila River Health Care, Salt River Pima Maricopa Indian Community Health Center, and Southwest Human Development.
Be a liaison for the respective medical directors or other designated leaders within Psychiatry who have responsibility for the non-Valleywise agency relationships listed above: in addition to the Outpatient Medical Director, these will include site directors, academic program leaders or other physicians who hold leadership roles relative to any of the non-Valleywise services listed above.
Maintain and update schedules for the non-Valleywise clinic locations or services as directed by the Department Administrator or the intra-department medical directors who oversee those sites.
Be a liaison, along with the Department Administrator, with members of DMG’s Corporate Business Office departments, including Accounting and Division Administration.
Other duties as assigned.