Medical Staff Services Specialist | Med Services

Overview

The Medical Staff Services Department is responsible for facilitation of the business of the collective Organized Medical and Clinical Staff.

This position is responsible for the day‑to‑day functioning and coordination of the Department to include answering telephone calls, greeting and responding to persons coming to the office, overseeing inventory control and equipment maintenance, maintaining the Policy Manual, maintaining the provider database, responding to outside queries, creating departmental reports and initiating general communications via e‑mails, publications, etc. This position also coordinates, facilities, attends, takes and types minutes, and follows up with all applicable meeting functions pertaining to their assigned areas.

This position supports all Medical Staff Services Department personnel as needed.

• Accurately and timely prepares and maintains documents, reports, forms, checklists, e‑mail lists, mail lists, departmental, committee and miscellaneous rosters, newsletter, meeting and birthday calendars, MSSD policy & procedure manual, etc. Maintains 6th floor bulletin boards and coordinates initial annual committee assignments.
• Prepares monthly physician call schedules for the emergency room and notifies appropriate physicians and hospital departments of new and revised schedules. Ensures schedules are maintained on the intranet.
• Maintains database and prepares timely and accurate letters and documents for routine functions and tracking, e.g., delinquent medical records, ACLS/PALS, board certification, advanced practice provider boards, DEA’s, and licenses. Informs the director on a timely basis of practitioners not in compliance.
• Assists visitors to the department and answers department telephones with an emphasis on accuracy and positive customer service. Maintains strict confidentiality of information at all times.
• Performs miscellaneous clerical responsibilities, e.g., departmental copies/scans numerous/voluminous documents on a routine basis, and accurately files/scans documents.
• Provides meeting coverage by recording discussions, typing and proofing minutes, and performing necessary meeting follow‑up and/or correspondence. Provides backup coverage for unassigned committees, records all medical staff meeting attendance into the software program, and summarizes discussions, required follow‑up and responsible persons. Works with medical staff chiefs and chairs to compose agendas and packets for subsequent meetings.
• Demonstrates the proper procedure for obtaining, charging for, and returning supplies/equipment and maintains adequate supply levels through accurate inventory control.
• Types and proofreads office documents on an accurate and timely basis and provides research services via internet, phone, and mail contact as requested.
• Transcribes dictation from the department director. Prepares and responds to physician verification requests and prepares a monthly summary report.
• Schedules, obtains, and processes semi‑annual ongoing professional practice evaluations (OPPE) by the medical staff department and obtains department chief approvals. Communicates frequently with physicians, advanced practice providers, administration and employees. Feels comfortable working with all disciplines.
• Prepares, maintains, and distributes monthly medical staff meeting calendars. Facilitates catering, room reservations, and set‑up for all medical staff meetings.
• Prepares departmental check requests, validates departmental credit card charges, deposits departmental checks into the appropriate bank account, and audits monthly bank statements.
• All other duties as assigned.

• High school diploma or equivalent

• Associate’s degree

• 3 years clerical experience in a medical office
• Medical Staff Services Department experience

• CPMSM or CPCS certification preferred