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Administrative Coordinator - Radiology/Pathology/Radiation O

at Spectrum Healthcare Partners in South Portland, Maine, United States

Job Description

COMPANY OVERVIEW

Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopaedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire. POSITION SUMMARY Responsible for performing a variety of confidential administrative, secretarial, financial and operational duties to support the company’s Practice Director, Radiology and Practice Director Pathology/Radiation Oncology. Additionally, provides administrative support to the Managing Directors for Radiology, Pathology, and Radiation Oncology Divisions. ESSENTIAL FUNCTIONS-Radiology

+ Provides direct comprehensive support services to the Practice Director, Radiology, optimizing efficiency, while independently managing assigned tasks and coordinating special projects

+ Proactively manages Radiology Practice Director’s and Managing Director’s calendars of appointments and meetings; keeps calendars current, prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to- day engagement

+ Composes, prepares, and distributes various forms of information emails, formal correspondence, professional communication, and confidential reporting

+ Manages incoming telephone calls, including taking messages, directing callers to appropriate parties and relaying important information

+ Creates spreadsheets, charts, PowerPoint presentations, surveys, visual representations and diagrams as requested.

+ Prepares monthly radiology reports for divisional/section and committee meetings

+ Prepares invoices and check requests weekly for Accounts Payable

+ Coordinates various billing activities at the direction of the Director of Radiology and maintains a credit request documentation log. Supports billing functions as needed including directing patient calls

+ Proactively coordinates ALS classes for Radiologists

+ Proactively prepares packets for Shareholder track physician milestones, coordinates meetings based on direction from Radiology Practice Director. Proactively prepares contractual pay change forms and other payroll related forms at the direction of the Radiology Practice Director

+ Prepares monthly volume utilization reports; monthly after-hours volume and FTE reports

+ Prepares monthly Chief / Managing Director Attestation reports

+ Provides support to the Practice Director for all site quality and turnaround time (TAT) issues; maintains a log to ensure closure of each reported issue

+ Maintains Radiology distribution lists

+ Assists Talent Acquisition with recruiting activities and assists with new physician/APP onboarding to include preparation and submission of MSS credentialing requests, preparing site itineraries, arranging site orientations and training

+ Works closely with the credentialing department for all new physician hires including arranging physician appointments for vaccine and PPD appointments prior to hire

+ Attends after hours Radiology DAC and PM meetings, Section Meetings; prepares agendas and meeting packets, records minutes, secures accommodations and food

+ Prepares meeting packets for Radiology Committee meetings and attends meetings when requested

+ Supports the Director of Radiology with divisional needs, special projects and divisional operational needs

+ Works closely with the Radiology Support Supervisor, VIR Clinic Supervisor and Radiologic Systems & Sr. Project Manager

ESSENTIAL FUNCTIONS – Pathology & Radiation Oncology

+ Proactively manages Pathology and Radiation Oncology Practice Director’s and Managing Director’s calendars of appointments and meetings; keeps calendars current, prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgements and recommendations to ensure smooth day-to day engagement

+ Composes, prepares and distributes various forms of information emails, formal correspondence, professional communication, and confidential reporting.

+ Creates spreadsheets, charts, PowerPoint presentations, surveys, visual representations and diagrams as requested

+ Prepares invoices and check requests for Accounts Payable

+ Maintains Pathology and Radiation Oncology distribution lists

+ Assists Talent Acquisition with recruiting activities and assists with new physician/APP onboarding to include onboarding activities, preparation and submission of MSS credentialing requests, preparing site itineraries, arranging site orientations and training

+ Attends after hours Pathology and Radiation Oncology DAC and PM meetings, prepares agendas and meeting packets, records minutes, secures accommodations and food

+ Supports the Practice Director of Pathology/Radiation Oncology with divisional needs, special projects and divisional operational needs

+ Provides administrative support to Pathology and Radiation Oncology Division Managing Director(s) and DAC

PRIMARY RESPONSIBILITIES

+ Demonstrates professionalism at all times

+ Maintains collegial working relationships and open communication with internal and external customers including providers, specialty practices, leadership, healthcare facilities

+ Performs other duties necessary to maintain the overall efficiency and continuity of the divisions

+ Displays cooperative behavior and interacts positively and effectively with others to promote a team environment

+ Updates and learns various office software support applications as appropriate

+ Is proactive in identifying, reporting and participating in the resolution of any potential or safety issues

+ Maintains a high level of confidentiality at all times

+ Supports the Organization’s Mission and Values

QUALIFICATIONS

+ Associates or Bachelor’s Degree in related field or equivalent in relevant years of working experience

+ 3+ years Administrative experience in a healthcare or related setting

+ Ability to work effectively and professionally in a team environment, work under minimal supervision, be highly adaptable and display a high degree of flexibility

+ Ability to effectively interact professionally with physicians, leadership and all other levels of staff

+ Excellent verbal and written communication skills with the ability to clearly articulate thoughts and ideas

+ Strong analytical, presentation, and detail-oriented skills with high level of initiative and focus on accuracy

+ Excellent organizational and time management skills with the ability to prioritize and meet deadlines

+ Proficient computer skills to include: Word, Excel, PowerPoint, Outlook

+ Strong customer service and interpersonal skills exhibiting an approachable demeanor

+ Ability to handle and maintain confidential information with discretion

TYPICAL WORKING CONDITIONS & PHYSICAL DEMANDS

+ Operation of various office equipment: telephone/voicemail system; lap top and stationary computer; scanner; cell phone; pager; copier

+ Light lifting of paperwork, folders, other material

+ Occasional reaching, bending

+ May be required to sit or stand for extended periods of time

BENEFITS AND PERKS

+ Health Insurance (80% company paid)

+ Dental & Vision Insurance Plans

+ 401(k) Match and Profit Sharing Plan

+ Life and Accidental Death and Dismemberment Insurance

+ Long-term Disability Insurance

+ Short-term Disability Insurance

+ Generous paid time off

+ Voluntary, Employee-Paid Benefits

+ Medical Reimbursement Plan

+ Dependent Care Plan

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Job Posting: JC202688786

Posted On: Jan 23, 2022

Updated On: Feb 06, 2022