Northern Light Mercy Hospital

Department: Medical Staff Administration

Position is located: Mercy Fore River

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: 7:00 AM to 4:30 PM

Summary:

The Medical Staff Support Specialist provides administrative support for the Medical Staff Office, Departmental/Divisional Chiefs, the Medical Staff Officers, and Committee Chairs, the Medical Staff Committees, and members of the Medical Staff as required. The Support Specialist also assists in coordination of many operational aspects of the office including data management, credentials files maintenance, preparation of correspondence, office reports, rosters, schedules, and notices, and handles special projects. In addition, the Support Specialist is responsible for the coordination of inquiries from the public and practitioners seeking referral information regarding Mercy affiliated medical providers. The incumbent performs duties and tasks in accordance with performance standards established for the job. The incumbent may have access to highly confidential patient, employee and/or Mercy proprietary information, and must handle & protect the information in accordance with hospital and system policies, HIPAA requirements and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, or other security risks to the organization. The incumbent is responsible for participation in and completion of all patient safety initiatives appropriate to the position and conducts all job responsibilities according to the Mission and Values of Mercy Hospital.

Responsibilities:

1. Responsible for the coordination of all meetings of the complex structure of the Medical Staff Committees and Departments/Divisions

Maintains all meeting schedules and related correspondence.Prepares and/or distributes all office reports, meeting documentation and notices to the committees, Departments/Divisions, individual members of the Medical Staff and individual members of the Hospital Staff.Provides primary and backup support for the Medical Staff Committee and Department/Division meetings through the preparation of agendas and/or meeting minutes as needed.Orders food and AV equipment for meetings as necessary.Assists in the planning and coordination of the annual Medical Staff banquet.Assists the Medical Staff Specialists in ensuring that credentialing and privileging processes are conducted in accordance with Joint Commission standards, Maine State hospital licensing regulations and any other relevant regulations.Operates credentialing and privileging software necessary to effectively run a Medical Staff Department, including the preparation and maintenance of related records and required reports.Assists in maintenance of physician roster information on the hospital-wide information system database to identify medical staff members and their clinical privileges for use as appropriate by clinical personnel of the hospital.Assists in maintaining all credential files and database programs used in the credentialing process.Assists in maintaining physician specific information on the Hospital website.2. Responsible for the coordination of all other communications of the Medical Staff and relevant Hospital Staff
Prepares and distributes all emergency on-call schedules.Assists in the annual collection and management of Medical Staff dues.Responds to requests for information from individual members of the Medical Staff.Continually seeks effective methods of communication with individual members of the Medical Staff.May direct volunteers in the direct performance of the work of the Medical Staff.3. Assists in all credentialing and privileging processes for the Medical Staff and Health Professional Affiliates

Assists the Medical Staff Specialists in ensuring that credentialing and privileging processes are conducted in accordance with Joint Commission standards, Maine State hospital licensing regulations and any other relevant regulations.Operates credentialing and privileging software necessary to effectively run a Medical Staff Department, including the preparation and maintenance of related records and required reports.Assists in maintenance of physician roster information on the hospital-wide information system database to identify medical staff members and their clinical privileges for use as appropriate by clinical personnel of the hospital.Assists in maintaining all credentials files and database programs used in the credentialing process.Assists in maintaining physician specific information on the Mercy Hospital intranet.

4. Provides administrative support to the Department and Division Chiefs and Medical Staff Officers

Coordinates many aspects of the Medical Staff privileging process to include: Arranging for credentials file review for the Chiefs, collecting signatures of approval on all initial appointment, and reappointment applications from the Chiefs and appropriate Officers.Prepares and/or distributes correspondence and schedules meetings as needed at the request of the Chiefs or Officers.5. Provides assistance and support to the Medical Staff Specialists in assuring continued accreditation by The Joint Commission and licensure by the State of Maine

Demonstrates knowledge of all relevant Joint Commission standards, State licensing and other relevant regulations and Medical Staff Bylaws.Assists the Medical Staff Specialists in the preparation for all Joint Commission accreditation and State of Maine licensing surveys.Ensures that all Medical Staff Committees and Department/Divisions are meeting minimum requirements of number of meetings and written reports to the Medical Executive Committee (as specified in the Medical Staff Bylaws).

6. Performs additional duties as required or assigned.

Other Information:

Competencies and Skills

Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan. Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of diversity, inclusion, empowerment and cooperation.Demonstrates Adaptability: Learns quickly when facing a new problem or unfamiliar task; is flexible in their approach with changing priorities and ambiguity. Manages change effectively and does not give up during adversity. Capable of changing one's behavioral style and/or views in order to attain a goal. Absorbs new information readily and puts it into practice effectively.Effectively Communicates: Listens, speaks and writes appropriately, using clear language. Communication methods are fitting to the message(s), audience, and situation and follow-ups are regular and timely. Shows that important (non-) verbal information is absorbed and understood and asks further questions to clarify when necessary. Expresses ideas and views clearly to others and has ability to adjust use of language to the audiences' level. Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved. Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.Utilizes Resources Effectively: Understands how to get the most out of available resources and uses cost-benefit thinking in decision-making and in setting priorities. Monitors and analyzes resource usage to identify and eliminate areas of waste and maximize resources. As a leader, defines targets and provides appropriate means; oversees progress and makes adjustments when necessary. Appropriately delegates work, sets clear direction and manages workflow and time.

Education

Required High School Diploma/General Educational Development (GED)

Working Conditions

Potential exposure to abusive and/or aggressive people. Work with computers, typing, reading or writing. Lifting, moving and loading 20 to 30 pounds. Prolonged periods of sitting. Prolonged periods of standing. Prolonged periods of walking.