Executive Assistant to the ACMO & CNO

Full-time, Day shift, 40 hours per week

Job Summary:

The Executive Assistant is responsible for the administrative components of the ACMO, CNO and including the Nursing and Medical Staff office.

Essential Job Duties and Responsibilities

Medical Staff Office:

• Initiates the Credentialing process for all Medical Staff and Allied Health Professionals and follow up with the Central Credentialing Office (CCO) to ensure they have all relevant information to fully and accurately credential and privilege providers.

• Responsible for overseeing the administrative component of provider credentialing, onboarding, offboarding and orientation.

• Orients medical staff to credentialing process and information needed to meet requirements and policies.

• Collaborates with Payer Enrollment specialists to ensure timely paperwork is submitted to facilitate enrollment.

• Support physician onboarding and off-boarding process including HR Orientation, Epic training, and communication with key facilitators at NCH.

• Facilitates documentation of completion of requirements of physicians and allied health professionals in

accordance with various regulatory agencies and hospital policies.

• Conducts provider outreach as requested to facilitate compliance with mandatory trainings and vaccine verification.

• Monitors the central credentialing portal to ensure timely reappointments.

• Ensures providers licenses are up to date.

• Maintains a current list of credentialed providers with their credentialing details for access by hospital staff.

• Responds to medical staff verification requests.

• Manages on call schedule (AMION) for OB/GYN, Pediatrics, Primary care, Hospitalist, Surgeons, Anesthesia and Behavioral Health to ensure daily coverage.

• Collaborates with the Housing Manager to make housing and car arrangements for on-call physicians in accordance with established policies and procedures.

• Submit provider`s compensation and Reimbursement requests, including Expenses reporting.

• Submit and manage PO`s and E-checks.

• Review CRICO monthly expenses with CCO.

• Medical Staff candidates: interact with agencies or candidates to schedule interviews, organize in person visits, including housing, car, and food requests. Update and track the candidate's folder shared with HR and Contracting.

• Prepares schedules, agendas, and take minutes.

• Request and Delivery providers Business Card as required.

• Track policies to be approved by the Medical Staff executive committee.

• Work on the providers deficiency report monthly.

• Ensures distribution of appropriate meeting materials to the Medical Staff.

• Assists in the management of the medical staff support function as assigned as outlined in the entity Medical Staff Bylaws and Rules & Regulations.

• Performs related administrative responsibilities for Medical Staff Office as requested.

Nursing Staff Office:

• Support and schedule Pet Therapy program and visits.

• Coordinates the DAISY Award Program and event: advertising, collecting nominations, coordinating review of candidates, vote and organize the Event.

• UKG timekeeping.

• Submit and manage PO`s, E-checks and expenses reporting for the Nursing Leaders and CNO.

• Assists with travel for CNO, Nurse managers and staff as directed.

• Supply hub for all nursing departments, ordering and delivering of office supplies, furniture, and business card as required.

• Coordinates the dissemination of information to clinical and office staff.

• Maintain the Nursing Leaders time off requests and vacation calendar updated.

• Submit Position requests forms from Nurse Managers to HR, when approved by the CNO.

• Prepares schedules, agendas, and take minute and ensure timely distributions to appropriate parties.

• Prepares reports or records for meetings or other materials as may be required.

• Plan for conferences, lectures, meetings, etc., ensures applicable materials, equipment and/or food requirements are available.

• Answers department telephones, providing routine information, taking accurate and complete messages and/or referring calls to the appropriate party.

ACMO and CNO Assistant:

• In collaboration with the ACMO/CNO creates letters, memos, reports, and statistical data as needed.

• Schedules meetings, coordinates, prepares agenda, takes minutes for ACMO and CNO.

• Schedules Teams and Zoom meetings as requested.

• Maintains schedule and calendar for the CNO and ACMO.

• Providing sensitive, confidential, and administrative support to CNO and ACMO, to ensure the efficient and effective day-to-day functioning within a dynamic, fast-paced environment.

• Assists with travel for ACMO and CNO as directed.

• Manages rooms for meeting with other Assistants.

• Distribute mail correspondences accordingly.

Qualifications

Essential Knowledge, Skills, and Experience Required for the Position

Knowledge, Skills, and Experience Required

• Knowledge and understanding of medical terminology.

• Ability to communicate effectively, both orally and in writing with all levels of the organization.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.

• Ability to work independently and with a team.

• Ability to demonstrate adequate technical skills and judgment to function unsupervised during on-call, second shift, and weekend hours.

• Strong analytical and problem-solving skills.

• Ability to use independent judgment and to manage and impart confidential information.

• High school diploma or equivalent required.

• 2 years' experience in an assistant capacity or related position.

Knowledge, Skills, and Experience Preferred

• Knowledge of medical staff affairs operational processes.

• Knowledge of medical credentialing and privileging procedures and standards.

• Knowledge of related accreditation and certification requirements.

• Working knowledge of clinical and/or hospital operations and procedures.

• Knowledge of clinical privilege criteria development.

• Knowledge of medical staff policies, regulations, and bylaws and the legal environment within which they operate.

• Knowledge of project management principles, practices, techniques, and tools.

• Database management skills including query and report generation.

• Ability to make administrative/procedural decisions and judgments.

• Advanced proficiency with Microsoft Office Suite.

• Associate or bachelor's degree preferred.

Special Requirements

• Must be available to work in the case of a Hospital declared emergency.

EEO Statement

Nantucket Cottage Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives, and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.