Senior Administrative Specialist

Position Summary: This position will provide support to several clinic physicians which involves clerical, basic clinical, schedule, credentialing and other duties as assigned.  This position will also serves in a mentoring or leadership role within the administrative department.  Work is performed under the general direction of the Administrative Assistant Supervisor.

Essential Duties & Responsibilities:

Basic Clinical Support

• Assists with remote and telehealth set-up for patients.
• Reminder calls for patients who frequently miss appointments.
• Assistance with coordination of outside appointments.
• Assistance with patient forms including financial, disability, handicap placards, FMLA, death certificates and letters (jury duty, return to work, and genetics).
• Assists with Tumor Board submissions.
• Coordinates Peer to Peer calls.
• Print new consult physician notes as requested by MD.
• Tumor Board submissions.

Clerical Support

• Manage and balance all personal and clinical scheduling aspects of physician daily calendar by submitting clinic change forms and rescheduling when needed.
• Schedules meetings to promote leadership efforts, vendor relationships, advisory board education, and research efforts.
• Prepares detailed trip itineraries and coordinates all aspects of the departure and return, distributing pertinent travel/schedule information to appropriate departments.
• Compose bereavement cards, referral letters, thank you letters.
• Processes incoming and outgoing mail (including certified, UPS, FedEx) for their physician(s).
• Facilitates credentialing/re-credentialing for physicians with the Credentialing Coordinator, tracking CMEs for licenses, logging PTO.
• Monitor and update professional CV.
• Research, summarize and compose any necessary papers/articles for publication, prepare Power Point presentations or spreadsheets for speaking engagements or business meetings (preparing and taking minutes when necessary).
• Interfaces with Nurses, Physicians, and Front Desk regarding scheduling issues. Also interfaces with attorneys, drug representatives and travel agents for depositions, and new drug products.
• Welcome guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Reviews and validates monthly company reimbursed expenses and mileage reports. Submits to Finance Department in a timely manner.
• Keep files and records current and organized for easy retrieval.
• Ensures physicians’ business needs are met by maintaining office supplies and equipment; anticipating personal supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Respects the dignity and confidentiality of patients.
• Runs business related errands for doctors as needed and approved by supervisor.
• Maintains a good attendance record and reports on time for work.
• Maintains a professional attitude and appearance.
• Complies with clinic safety policy and procedures.
• Possesses good communication skills that lend to a team-oriented work environment.
• Attends staff meetings as scheduled.
• Assists with training and orientation of new employees as assigned.
• Performs all other duties as assigned.

Qualifications / Experience:

• Must have excellent organization and follow-up skills; excellent verbal and written communication skills; excellent problem-solving skills; ability to organize and prioritize work assignments; ability to handle multiple priorities in a fast-paced environment; ability to analyze situations and respond in a timely manner; ability to participate in multi-functional teams; ability to establish and maintain effective working relationships within West Cancer Center; must be proficient in Microsoft Office software. Working knowledge beneficial but not required for Onco EMR, Concur Expense Management, MModal, DoxyMe, Evicore and virtual meeting platforms.  Additional hours may be required.
• 8+ years and/or 4 yr. college degree

 Supports:

            4 + physicians (non-leadership role) or at least one Department Head or Managing Physician

 Work Environment/Physical Demands/Travel:

• Typical clinical environment with quiet noise level.
•  Ability to walk, sit and use hand/wrist for extended periods of time.
•  Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving a few concrete variables in routine situations.
•  Some travel may be required.