Medical Staff Coordinator, Full Time, Days

Company Description

At Northwestern Medicine, every patient interaction makes a difference in cultivating a positive workplace. This patient-first approach is what sets us apart as a leader in the healthcare industry. As an integral part of our team, you'll have the opportunity to join our quest for better healthcare, no matter where you work within the Northwestern Medicine system. At Northwestern Medicine, we pride ourselves on providing competitive benefits: from tuition reimbursement and loan forgiveness to 401(k) matching and lifecycle benefits, we take care of our employees. Ready to join our quest for better?

Job Description

ESSENTIAL FUNCTIONS: The Medical Staff Coordinator assists the chief of staff, treasurer, manager and committee chairs in fulfilling required functions and coordinates medical staff meetings and special affairs. This position also assists credentials staff with various credentialing activities. Assist Chief of Staff and manager by providing administrative and secretarial support. Maintain calendars and schedule meetings. Maintain medical staff account: payables, receivables, bill, collect and deposit dues. Also, collect and deposit hospital application and other fees collected by the department (at $400K annually). Attend meetings and provide key staff or other support to various committees and forums, including but not limited to, the medical staff quarterly meetings and patient care, physician health and medical ethics committees. Provide administrative and clerical support to committee chairs. Schedule meetings and maintain calendars, reserve space, catering andaudiovisual equipment, schedule presenters and guests, prepare agendas and meeting materials, prepare slides or presentations, take and transcribe minutes, perform follow-up as required by committee actions, maintain meeting attendance. Provide first department contact and customer service to guests. Answer telephones. Answer inquiries often of a sensitive nature, from the general public, medical staff, hospital departments, and related organizations. Identify and route as appropriate. Assist Chief of Staff with patient complaints about physicians. Record, track, and maintain files. Handle special projects and provide services for physicians: maintain committee memberships and attendance, deposit application fees, notary public service, lockers, lab coats, ID requests, Crusade of Mercy, ticket distribution, etc. Assist with other assigned responsibilities such as preparing reports for the board of directors and other customers, agendas, meeting materials, distribution. Assist with planning and organization of special functions such as annual reception, annual Board-sponsored medical staff dinner meeting, physician welcome breakfast and doctor's day luncheon including printing and mailing invitations, tracking responses, writing and printing programs. Assist with various credentialing and re-credentialing tasks, scanning of credentials, file audits. Transcribe/type letters, reports, other documents, prepare slides or presentations, often of a confidential nature, and from a variety of instructions. Prepare and maintain confidential records/files in accordance with accrediting and regulatory requirements. File documents, reports, publications, applications, minutes. Close out credentials files of terminated physicians. Transfer select records to archives. Maintain permanent records of all archived files. Open, sort, date stamp, screen and distribute daily mail. Monitor office supplies and order in timely manner. Oversee medicalstaff lounge. Identify problems and follow-up with appropriate departments through to correction. Other duties as assigned. AA/EOE

Qualifications

QUALIFICATIONS: Required: Associate degree or 2 years of college 3-5 years administrative or secretarial experience in an administrative environment Strong knowledge of Microsoft Office products Ability to record concise and accurate minutes Excellent interpersonal, customer service, and communication skills (oral and written) Notary public Desired: Bachelor's degree 1-3 years in medical staff administration

Additional Information

Northwestern Medicine is an affirmative action/equal opportunity employer and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.