Administrative Professional

Description

• Department: Administration
• Exempt/Non-Exempt: Non-Exempt
• Reports to (title): Administrator
• Supervises (titles): None

Position Summary:

Responsible for supporting the Administrator in general operations, marketing, events and community engagement, Board Secretary, 401k plan, insurance renewals, and physician and medical staff credentialing. Responsible and accountable for compliance with regulations mandated by governmental agencies as well as Policies and Procedures established by the Board of Directors of SMSC and related business entities.

Responsibility/Standards of Performance:

Weight Responsibility Standards of Performance

(percentage of time spent on specific duty and standard employee is held to in performance of duties; subject to adjustment as needed)

30% Administrative

Support Administrator as needed in general operations, meetings, events, and special projects. Perform general administrative duties including formal business communication and/or transcribing correspondence, reports, contracts, and other documents. Maintain organized, up-to-date administration files and physician files and credentials. Answer telephone and screen visitors, directing to appropriate person or department. Maintain schedule for conference rooms. Assist with travel and meeting reservations for employees traveling for work.

Organize food and beverage service for meetings and events. Maintain and accountable for clinic petty cash account and change bag balancing. Responsible for call schedule, CME, on-call schedules, and surety bond renewal.

25% Marketing & Events

Responsible for supporting the Administrator in developing an annual marketing plan to promote physicians and clinic through advertising, community activities and business contacts using resources such as print, radio, website, and social media. Manage content and assure maximum return on investment in line with Clinic’s mission and brand. Maintain professional, required and relevant signage throughout Clinic. Decorate Clinic for events and holidays.

Keep community informed using timely and targeted posts about physicians, staff and clinic activities as appropriate. Prepare and update brochures and other items for events. Coordinate Clinic health fair, screenings, blood drives, physician speaking engagements and other educational or service programs in the community. Represent Clinic at community events and work with other healthcare organizations in the community. Collaborate and communicate with the Administrator in all aspects of marketing, advertising and community events.

Work with the Administrator to plan, coordinate and carry out various employee engagements, appreciation, and seasonal meals and events.

10% Meetings

Serve as Board of Directors, Quality Management, Executive Committee, and related business entity's secretary. Schedule meetings; assist with agenda and meeting packet preparation. Responsible for timely meeting reminders, setup, meal catering, and cleanup. Attend meetings, prepare and distribute minutes. Distribute and organize/file monthly financials and spreadsheets from bookkeeper. Ensure meeting minutes are signed after approval and stored/filed appropriately.

10% Insurance Renewals

Work directly with agent and insurance company staff to maintain professional liability coverage for providers, general liability coverage for facilities, director and officers insurance, cyber security insurance, worker’s compensation, and any other required insurance plans. Obtain bids for coverage and assists with the evaluation process. Maintain insurance policy files and professional liability case files and documents, with detailed notes of all activities and conversations related to the case.

Keep physicians fully informed on cases and proceeds as directed by the Administrator. Coordinate with malpractice carrier, physicians and attorneys on all potential, pending, active and closed cases.

10% Physician Credentials

Responsible for completing Commercial Insurances and Managed Care applications for providers participating in HMOs, and PPOs and other managed care networks, working with Privia Medical Group as needed. Complete applications for…