Job Description

Coordinates and supports all activities related to Medical Staff meetings and services. Responsibilities include preparing agendas, attending meetings, assisting department chairs, and ensuring timely follow-up on all action items. Oversees administrative functions such as physician orientation, compliance monitoring, and serves as a key liaison between Medical Staff Services and internal/external stakeholders.

Core Responsibilities

Medical Staff Meetings

• Develops agendas and prepares meeting minutes in accordance with departmental policies.
• Attends and assists in facilitating Medical Staff Department and Committee meetings.
• Ensures timely distribution of meeting schedules, materials, and action items.
• Communicates meeting outcomes and directives to relevant hospital departments and Medical Staff groups.
• Prepares, circulates, and tracks approval of revisions to Medical Staff Bylaws, Rules & Regulations, Policies, and Plans.
• Uploads approved documents to the intranet and communicates updates accordingly.

Medical Staff Administration

• Maintains the monthly Medical Staff calendar and distributes it organization-wide.
• Coordinates orientation schedules for all new physicians in collaboration with internal departments.
• Prepares orientation materials and ensures consistency across departments.
• Manages the master meeting schedule and maintains accurate contact and distribution lists.
• Coordinates annual Nominating Committee meetings and assists with Medical Staff elections.
• Sends official notices and communications via the Medical Staff Notice system as needed.

Medical Staff Compliance Monitoring

• Oversees the billing and collection of annual Medical Staff dues in accordance with Bylaws.
• Tracks and reports meeting attendance to ensure compliance.
• Distributes and monitors completion of required documentation, including HIPAA, Code of Conduct, and Corporate Compliance forms.
• Collaborates with Employee Health to ensure compliance with annual flu vaccination requirements.
• Conducts annual updates to Medical Staff contact information and ensures system accuracy (e.g., MD-Staff, Cerner).
• Prepares and disseminates quarterly physician satisfaction reports (e.g., Press Ganey).

Medical Staff Office Operations

• Coordinates monthly physician recognition programs (e.g., “Hey Doc You Rock”).
• Maintains up-to-date knowledge of Medical Staff Bylaws, policies, and regulatory standards.
• Oversees catering and logistics for Medical Staff meetings, events, and special functions.
• Assists in planning and executing events such as chairman dinners and other informational meetings.

Organizational Responsibilities

• Actively participates in department meetings and remains accountable for shared information.
• Completes all mandatory training, competencies, and health screenings within required timeframes.
• Maintains all necessary certifications and adheres to regulatory standards.
• Demonstrates flexibility with work hours and adapts to changing departmental needs.
• Supports overall departmental effectiveness and performs additional duties as assigned.
• Embodies The Beacon Way by:
• Leveraging innovation
• Cultivating talent
• Embracing continuous improvement
• Driving accountability
• Utilizing data to improve and advance
• Communicating clearly and consistently

Qualifications

Education & Experience

• High School Diploma or equivalent required.
• 1–2 years of related administrative or Medical Staff Services experience required.
• Experience in customer service and proficiency with word processing software are preferred.
• CPCS certification through NAMSS is recommended.

Knowledge & Skills

• Basic knowledge of accounting and bookkeeping is a plus.
• Proficient in general secretarial functions, including word processing and transcription tools.
• Strong communication, organizational, and time management skills are essential.

Working Conditions & Physical Demands

• Routine use of computers may result in occasional eye strain.
• Role involves intermittent sitting, standing, and walking.
• Minimal physical exertion is required.

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