Administrative Professional

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About the role

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

Responsibilities

• Administrative Support (30%)
  • Assist Administrator in general operations, meetings, events, and special projects.
  • Perform general administrative duties including formal business communication, transcribing correspondence, reports, contracts, and other documents.
  • Maintain organized, up-to-date administration and physician files and credentials.
  • Answer telephone, screen visitors, and direct to appropriate person or department.
  • Maintain conference room schedules and assist with travel and meeting reservations.
  • Organize food and beverage service for meetings and events.
  • Maintain and balance clinic petty cash account and change bag.
  • Responsible for call schedule, CME, on-call schedules, and surety bond renewal.
• Marketing & Events (25%)
  • Support Administrator in developing an annual marketing plan using print, radio, website, and social media.
  • Manage content to maximize return on investment in line with Clinic’s mission and brand.
  • Maintain professional signage throughout Clinic and decorate for events and holidays.
  • Keep community informed with timely and targeted posts about physicians, staff, and clinic activities.
  • Prepare and update brochures and other materials for events.
  • Coordinate health fairs, screenings, blood drives, physician speaking engagements, and other community programs.
  • Represent Clinic at community events and collaborate with other healthcare organizations.
  • Plan and coordinate employee engagements, appreciation events, and seasonal meals.
• Meetings (10%)
  • Serve as secretary for Board of Directors, Quality Management, Executive Committee, and related business entities.
  • Schedule meetings, assist with agenda and meeting packet preparation, and handle reminders, setup, catering, and cleanup.
  • Attend meetings, prepare and distribute minutes, and ensure they are signed and filed appropriately.
  • Distribute and organize monthly financials and spreadsheets from bookkeeper.
• Insurance Renewals (10%)
  • Maintain professional liability, general liability, director and officers, cyber security, worker’s compensation, and other required insurance plans.
  • Obtain bids for coverage and assist with evaluation.
  • Maintain insurance policy files and professional liability case files with detailed notes.
  • Keep physicians informed on cases and coordinate with malpractice carrier, physicians, and attorneys.
• Physician Credentials (10%)
  • Complete Commercial Insurances and Managed Care applications for providers in HMOs, PPOs, and other networks.
  • Process re-credentialing applications and ensure credentials are up to date with insurance companies.
  • Follow up on pending applications and complete hospital staff privileges and liability insurance applications.
• 401K Maintenance (5%)
  • Manage day-to-day operations of the 401K plan, working with Privia Medical Group, Empower, and Prime Pensions.
  • Assist with eligibility, enrollment, funding of employee deferrals and employer match, and resolve participant issues.
  • Maintain employee files, reports, and documents associated with the plan.
  • Schedule employee training and prepare documents for annual audits.
• Medical Staff Credentialing (5%)
  • Ensure physicians, locum tenens, and advanced practice providers meet credentialing requirements.
  • Process medical staff applications and perform full credentialing for new physicians and providers.
  • Maintain physician and provider contracts, monitor maturity dates, and inform Administrator of impending expirations.
  • Handle annual renewal of physicians’ medical licenses and DEA renewals, submitting renewals timely.
  • Maintain current Curriculum Vitae for all physicians and advanced practice practitioners.
• Customer Service (5%)
  • Treat others politely and with respect, remaining professional and considerate of patient, team member, and practice needs.
  • Listen well, respond concisely, and problem-solve to meet patient and Clinic expectations.
  • Demonstrate responsiveness and eagerness to help, getting along well with the public, patients, providers, and team members.

Requirements

• Bachelor of Business Administration or equivalent (preferred).
• Type 60 words per minute and 10-key by touch.
• Computer proficient, including Microsoft Office Suite.
• Knowledge of insurance, policy drafting, and contract review/negotiations.
• Excellent organizational skills; ability to work independently and meet strict deadlines.
• Excellent communication skills, both written and verbal.
• Ability to interact positively with a diverse group and perform duties in a fast-paced environment while maintaining professional demeanor.
• Meet attendance requirements, including meetings and events outside of usual business hours.
• Think rationally, reason logically, and maintain absolute confidentiality.
• Ability to multi-task and prioritize time effectively.

Working Conditions

Fast-paced environment in a professional medical office setting. Security access includes email, web surfing, timecard, work order tracking system, and interoffice instant messaging. Limited access to patient insurance, financial, or medical data, with ability to view but not modify or delete such data.