Medical Staff Coordinator II

Site: The Spaulding Rehabilitation Hospital Corporation

 

Mass General Brigham relies on a wide range of professionals, including doctors, nurses, business people, tech experts, researchers, and systems analysts to advance our mission. As a not-for-profit, we support patient care, research, teaching, and community service, striving to provide exceptional care. We believe that high-performing teams drive groundbreaking medical discoveries and invite all applicants to join us and experience what it means to be part of Mass General Brigham.

 

 

Job Summary

Provide administrative support to the Department of Physical Medicine and Rehabilitation and Spaulding Rehabilitation Network physicians and the Department’s administrative leadership team. Manage Ongoing and Focused Professional Practice Evaluation/Focused Professional (OPPE/FPPE) program for Spaulding Rehabilitation Network (SRN) and credentialing/re-credentialing and privileging/re-privileging process. Ensures rigorous system-wide and departmental quality measures are developed, vetted, and approved.

 

Qualifications

Key Responsibilities

Administrative Support:

•    Support providers in the Department of PM&R divisions and other providers at SRN with administrative tasks including: 
o    Manage calendars including multiple meetings daily for physicians around clinic schedules
o    Complete general office tasks such as faxing, scanning, mailing, etc. 
o    Maintain credentialing documentation for each provider (scan and file licenses, membership renewals, etc.) 
o    Coordinate travel arrangements as needed
o    Process and submit expense reports as needed
o    Track each provider’s CME annual budget
o    Assist with technology trouble shooting and questions
o    Create documents and/ or presentations as needed including PowerPoints, etc. 
o    Reserve conference rooms and order food and beverage, for meetings as needed
•    Support the administrative leadership of the Department of PM&R, including managing calendars and setting up meetings.
•    Schedule, track, and document Annual Career Conferences for Department of PM&R Faculty.
•    Coordinate administrative team meetings.
•    Assist with interview scheduling for potential new faculty. 
•    Answer incoming phone calls and respond to voicemails on personal office line, and department line as back-up/as needed.
•    Order gifts from the department (baby gifts, sympathy baskets, etc.) as needed.
•    Maintain time cards as needed for staff.
•    Manage Department Distribution Lists
•    Coordinate or assist with special projects and department events as needed (Gordon Research Day, PM&R Day, Department of PM&R Holiday Party, etc.)  Assist with as needed Continuing Medical Education (CME) and Grand Rounds programs.
•    Assist with the monthly SRH Medical Executive Team meeting and SRH Credentialing Meeting as needed including taking minutes and disseminating the agenda.
•    Track BLS/ACLS training and certification.
•    Coordinate credentialing of providers with Centralized Credentialing Office.
•    Prepare CVs for the Department of PM&R Faculty in Harvard Medical School formatting, utilizing the easy CV software program as needed.
•    Maintain Internal Medicine weekend call schedule, and as needed, update AmIOn with physician schedules. Assist with compiling coverage information for weekly weekend call schedule.  Forward / update pagers as needed to ensure patient coverage.
•    Maintain and update department organizational charts and PowerPoints as needed.
•    Perform other duties and responsibilities on behalf of the Department as assigned / as needed.
•    Daily Mailroom stocking and mail and fax distribution.
•    Update and change mailboxes in the hospital and department mailrooms and names on copy/scanner machine as needed when a provider(s) joins / leaves.
•    Order office supplies including but not limited to: business cards, paper, ink, tissues, coffee, letterhead, etc.
•    Daily coffee and office supply stocking
•    Filing department work orders (i.e.: lighting, plumbing, carpentry, locksmith)
•    Receive packages and ship outgoing mail as needed
•    Maintain clean workspaces including shared areas such as the fridge and microwave

Ongoing & Focused Professional Practice Evaluation (OPPE/FPPE):

•    Manage credentialing and other Medical Staff (MS) related policies specific to Spaulding Rehabilitation.
•    Assist with preparing for successful Joint Commission (JC) surveys (Memos, meetings, etc.) at all four Spaulding inpatient sites., including participating in meetings to discuss compliance and working on Memos to educate clinical staff on critical components of the JC survey r