Administrative Assistant-Medical Staff Office

Company: Beth Israel Deaconess Medical Center
Location: Needham
Posted on: September 25, 2022

Job Description:

Department Description: Beth Israel Deaconess Hospital Needham (BID Needham) is a licensed 58-bed acute care community hospital. BID Needham has served residents in Needham, Newton, Dedham, Dover, Medfield, Sherborn, Wellesley, Westwood and other surrounding communities for more than 100 years. The hospital has been recognized by several organizations for quality and safety, including the Gold Seal of Approval from The Joint Commission and a first-place Accountable Care Compass Award from the Massachusetts Health & Hospital Association (MHA).BID Needham is part of Beth Israel Lahey Health, a new health care system that brings together academic medical centers and teaching hospitals, community and specialty hospitals, more than 4,000 physicians and 35,000 employees in a shared mission to expand access to great care and advance the science and practice of medicine through groundbreaking research and education.BID Needham has had a direct affiliation with Beth Israel Deaconess Medical Center since 2000, facilitating the clinical integration of staff and resources in emergency medicine, hospital medicine (hospitalists), cardiology, radiology, orthopedics, pathology, as well as many surgical services and oncology housed in the Beth Israel Deaconess Cancer Center and Surgical Pavilion.Job Location: Needham, MassachusettsReq ID: 47366BRJob Summary: Reporting to the SVP/Chief Medical Officer, provides administrative support to medical staff services and SVP/CMO. Supports committee meetings: inviting members, attending meetings, recording, transcribing and distributing minutes to committee members.Provides administrative support for Ground Rounds: Acting on recommendations from the President of the Medical Staff and Medical Director of Medical Education, selects and invites guest speakers, invites attendees, orders refreshments. Attends Grand Rounds: organizing virtual meetings, and/or setting up and assuring AV equipment in working order, escorting speakers on and off premises, recording attendance, issuing CEU credits for appropriate clinical staff attendees, and providing CME reports for all attendees, processing . honorarium to speakers. Compiles meta data regarding presentation evaluations. Ensures documentation to maintain accreditation status.Performs variety of administrative duties to communicate coverage schedules each month: contacts various departments/services to compile coverage schedules for the upcoming month, creates calendars and posts PDF schedule on intranet, creating links to the new calendars and revising the on-call webpage. Distributes monthly calendars hospital-wide. Updates information to reflect changes and notifies constituents as defined by policy/procedure.As necessary, provides administrative support to Director of Medical Staff Office and Sr. Director of Healthcare Quality and Patient Safety.Essential Responsibilities:Physician-Chaired Hospital Committees: Prepare and distribute material; take minutes; ensure policies are passed through appropriate committeesM&M Department Committees (Medical and Surgical Review Committees): Notify physicians of cases to present and ensure write ups are complete for minutes; prepare and distribute material; take minutesQuarterly Medical Staff Meetings: Secure and prepare venue; distribute materials, coordinate agenda with Medical Staff President; take minutesCME Coordinator: Assist in scheduling Grand Rounds speakers; ensure all required ACCME forms are completed; post/email announcements; track CME credits for physicians; gather annual evaluation data; attend Massachusetts Medical Society Conferences throughout the year; prepare and distribute material for the Medical Education and Library Committee and take minutesOn-Call Calendars: Obtain, prepare and distribute calendars for every applicable service on a monthly basis; communicate changes in the schedules when necessaryAdministrative Support: Includes preparing and distributing monthly meeting calendars; announcing vacation coverage; prepare spreadsheets and reports requested by physicians and clinical management; assist physicians with hospital-related issues; order lab coats; assist SVP/CMO, Medical Staff Office Director, and Sr. Director of Quality & Patient SafetyContractor Payroll: Monthly preparation of check requests for physicians reimbursed for on-call coverage. Send out annual physician contracts for signatureTreasurer's Report: Maintain the Medical Staff treasury account; report monthly balance to Medical Staff TreasurerRequired Qualifications:High School diploma or GED required. Associate's degree preferred.3-5 years related work experience required in an administrative support role, preferably in healthcare.Strong computer skills, with Microsoft Excel and Word requiredMust be organized, have attention to detail, perform under deadlines, and be able to communicate clearly with various levels of staffAdvanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.Preferred Qualifications:Experience with Meditech and Microsoft Access preferredExperience with managing websites desirableCompetencies:Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.Physical Nature of the Job:Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally

Keywords: Beth Israel Deaconess Medical Center, Boston , Administrative Assistant-Medical Staff Office, Administration, Clerical , Needham, Massachusetts