Job Description
Coordinates and supports all activities related to Medical Staff meetings and services. Responsibilities include preparing agendas, attending meetings, assisting department chairs, and ensuring timely follow-up on all action items. Oversees administrative functions such as physician orientation, compliance monitoring, and serves as a key liaison between Medical Staff Services and internal/external stakeholders.
Core Responsibilities
Medical Staff Meetings
- Develops agendas and prepares meeting minutes in accordance with departmental policies.
- Attends and assists in facilitating Medical Staff Department and Committee meetings.
- Ensures timely distribution of meeting schedules, materials, and action items.
- Communicates meeting outcomes and directives to relevant hospital departments and Medical Staff groups.
- Prepares, circulates, and tracks approval of revisions to Medical Staff Bylaws, Rules & Regulations, Policies, and Plans.
- Uploads approved documents to the intranet and communicates updates accordingly.
Medical Staff Administration
- Maintains the monthly Medical Staff calendar and distributes it organization-wide.
- Coordinates orientation schedules for all new physicians in collaboration with internal departments.
- Prepares orientation materials and ensures consistency across departments.
- Manages the master meeting schedule and maintains accurate contact and distribution lists.
- Coordinates annual Nominating Committee meetings and assists with Medical Staff elections.
- Sends official notices and communications via the Medical Staff Notice system as needed.
Medical Staff Compliance Monitoring
- Oversees the billing and collection of annual Medical Staff dues in accordance with Bylaws.
- Tracks and reports meeting attendance to ensure compliance.
- Distributes and monitors completion of required documentation, including HIPAA, Code of Conduct, and Corporate Compliance forms.
- Collaborates with Employee Health to ensure compliance with annual flu vaccination requirements.
- Conducts annual updates to Medical Staff contact information and ensures system accuracy (e.g., MD-Staff, Cerner).
- Prepares and disseminates quarterly physician satisfaction reports (e.g., Press Ganey).
Medical Staff Office Operations
- Coordinates monthly physician recognition programs (e.g., “Hey Doc You Rock”).
- Maintains up-to-date knowledge of Medical Staff Bylaws, policies, and regulatory standards.
- Oversees catering and logistics for Medical Staff meetings, events, and special functions.
- Assists in planning and executing events such as chairman dinners and other informational meetings.
Organizational Responsibilities
- Actively participates in department meetings and remains accountable for shared information.
- Completes all mandatory training, competencies, and health screenings within required timeframes.
- Maintains all necessary certifications and adheres to regulatory standards.
- Demonstrates flexibility with work hours and adapts to changing departmental needs.
- Supports overall departmental effectiveness and performs additional duties as assigned.
- Embodies The Beacon Way by:
- Leveraging innovation
- Cultivating talent
- Embracing continuous improvement
- Driving accountability
- Utilizing data to improve and advance
- Communicating clearly and consistently
Qualifications
Education & Experience
- High School Diploma or equivalent required.
- 1–2 years of related administrative or Medical Staff Services experience required.
- Experience in customer service and proficiency with word processing software are preferred.
- CPCS certification through NAMSS is recommended.
Knowledge & Skills
- Basic knowledge of accounting and bookkeeping is a plus.
- Proficient in general secretarial functions, including word processing and transcription tools.
- Strong communication, organizational, and time management skills are essential.
Working Conditions & Physical Demands
- Routine use of computers may result in occasional eye strain.
- Role involves intermittent sitting, standing, and walking.
- Minimal physical exertion is required.
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