Medical Office Coordinator

JOB DETAILS Department:
Family & Community Medicine
- Pro Services FTE: 1.00 (80 hours per pay period) Workdays:
Monday
- Friday Shift(s):
Days Shift Length: 8 hours

Location:

In-Person at our Whitter Clinic Purpose of this position:
Provides high-level administrative support for a department, division, or program to the Medical Office Manager, Department Chief, Assistant Chief, Program Director, and/or Division Director(s) of a medical staff department service office. May give work direction to one or two staff

• Provides orientation, oversight, direction, supervision, and mentoring to medical office staff on a day-to-day basis and ensures adequate coverage of medical office staff and steps into their responsibilities during an absence
• Provides/performs departmental administrative duties to support the Department Chief, medical/program/division directors, staff physicians, and/or trainees (including screening/triaging telephone calls, facilitating patient referrals, maintaining calendars, handling incoming mail, completing expense reports, obtaining signatures, filing, organizing, planning/organizing special events within the department)
• Functions as the subject matter expert and departmental resource in medical office coordination, requiring knowledge of the operation of the department with autonomy
• Assists the Medical Department’s Practice Manager and/or Supervisor with administrative duties and attends meetings in his/her absence
• Performs various online functions involving People Soft, E-way, Finance, or Payroll and oversees payroll time reporting for medical office staff and advanced practice providers
• Operationalizes departmental financial and capital budgets and tracks expenses
• Prepares formal correspondence, meeting minutes, and departmental publications. Types/transcribes a variety of materials (including correspondence, grants, contracts, manuscripts, curricula vitae, and presentation and lecture materials)
• Oversees the credentialing and privileging of medical staff members and Dependent Allied Health Professionals for the department or division. Works with the Office of the Medical Director, regulatory agencies, and any other departments to ensure compliance with licensure, annual required training, and certifications
• Manages the Service Office’s use of space, equipment, and supplies (including offices, conference rooms, office supplies and inventory, and office equipment)
• Assists in the coordination of new departmental/divisional medical staff and Dependent Allied Health Professional recruitment, interviews, on-boarding, off-boarding, academic appointment, promotion, and other matters affecting their employment
• Creates and maintains clinic, procedural, on-call, attending, consult, paid time-off (PTO), and academic schedules for department or division(s) on Provider Scheduling System (ie.,AMION); monitors monthly AMION reports and validates variances
• Facilitates the processing of medical staff leaves of absence, according to guidelines, and notifies appropriate medical center departments accordingly
• Oversees visiting professorship programs creating/monitoring resident/fellow schedules in the Residency
  - Management Suite and any departmental software programs, on-boarding/off-boarding, and coordinating rotation schedules
• Oversees and coordinates departmental CME activities (i.e., scheduling lectures, reserving rooms, ordering food, making travel/hotel reservations, coordinating honoraria, visiting professorship programs, processing ACCME-required paperwork, creating or assisting with presentation materials and tracking budgeted CME expenses)
• May recommend the implementation of department policies and procedures, and evaluate and modify existing procedures to increase department efficiency
• Processes academic promotions through the University of Minnesota Medical School
• Performs other duties as assigned

• High school graduation
• Preferred Associate degree in Business, Management, General Studies, or Healthcare Discipline
• Five (5) years of progressive office experience in monitoring budgets and justifying variances, coordinating departmental projects, providing oversight and direction to office staff, development of department policies and procedures, and facilitating Department office, conference room space, and overseeing/selecting office equipment
• -OR-
• An approved equivalent combination of education and experience

• Previous work experience in a medical setting

• Ability to work independently with minimum guidance
• Ability to communicate in a professional, clear, succinct, and tactful manner both verbally and in writing
• Skilled in review and analysis of financial records and budgets
• Knowledge of personal computer system and various software, or possesses an aptitude to learn such programs
• Excellent clerical skills including organization and time management