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 Provides a high level of confidential administrative support to the Company’s Practice Director, Anesthesiology. Facilitates and supports important administrative activities related to physician practice operations, policies and procedures, meeting scheduling and follow up, and general support of the Practice Directors, Divisional Managing Directors, and the divisional operations teams. Additionally, assists with coordinating physician clinical coverage schedules for two anesthesiology divisions.
ESSENTIAL FUNCTIONS - Provides direct comprehensive support services to the Practice Director, optimizing efficiency, while independently managing assigned tasks and coordinating special projects
- Proactively manages Practice 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
- Assistance in calendar management for Managing Directors
- Composes, prepares, and distributes various forms of information emails, formal correspondence, professional communication, and confidential reporting
- Creates spreadsheets, statistical reports, charts, PowerPoint presentations, surveys, visual representations, and diagrams as requested
- Assists in developing, analyzing, and preparing comprehensive reports by learning to gather data from various software platforms and databases as required, with the aim to provide actionable insights to support divisional goals and operations.
- Initiates and maintains several databases for regular reporting including graphic representation
- Prepares monthly invoices for billing; monthly auditing of billing data to support revenue cycle reconciliations
- Maintains Divisional email distribution lists; tracks shareholder eligibility dates for new physician hires as well as other physician status changes (e.g., employed to shareholder, transition to per diem) and makes the necessary changes to email distribution lists to reflect status changes
- Assists Talent Acquisition with a variety of recruitment-related activities to include development of physician interview itineraries, travel and lodging arrangements, logistical arrangements for day(s) of interviews (e.g., conference room booking/set up, food orders, dinner reservations), and assistance with managing candidate flow on day(s) of interview
- Assists with new physician/APP onboarding to include preparation and submission of medical staff services credentialing requests, preparing site itineraries, arranging site orientations and training
- Maintains Physician Onboarding checklist, including sending welcome gifts/swag and following up on completion of all checklist tasks
- Maintains Physician Orientation document for relevant administrative updates. In coordination with Lead Scheduler, participates in new hire orientation process to include review of divisional policies, distribution of respiratory evaluation forms, completion of signature logs for billing, and coordination of post-first day logistics (e.g., schedule for first week, including site(s) of service, EHR and/or other training, badge access/parking, etc.)
- Works closely with the medical staff services department for all new physician hires including arranging physician appointments for vaccine and PPD appointments prior to hire
- Attends after hours monthly divisional physician meetings to include Divisional Advisory Committee (DAC) meetings and Divisional Practice Management (DPM) meetings, as well as other divisional meetings, as required. Prepares agendas and meeting packets, records meeting minutes, secures accommodations and food for divisional meetings, as assigned
- Post-meeting action items management in conjunction with the Practice Director; implements timely coordination of administrative items; tracks topics for review and discussion
- Provides administrative coordination with the Quality team for physician reviews
- Coordinates special projects along with meeting and event preparation activities, including food orders and room arrangements to include holiday parties, summer events, resident graduation, and Nurse’s Week
- Maintains the Divisions’ social budgets and works closely with the Divisions’ social directors
- Works closely with various Company staff, hospital and site support staff, building effective relationships
- Manages and coordinates the Southern Anesthesiology Division’s MMC Divisional Report Schedule for timely presentation
- Responds to physician requests for administrative needs in areas such as meeting dates and attendance, password resets, forms management, and courier coordination
- Maintains and updates divisional policies based on changes endorsed by the division in conjunction with the Practice Director
- Proactively track shareholder-track physician milestones and prepares packets and coordinates meetings based on direction from Practice Directors
- Supports Practice Director with a forms management system for record retention (e.g., Employee Change Forms, credentialing requests, check requests, IT requests, etc.)
- Approves timecards for APP staff
PRIMARY RESPONSIBILITIES - Assists with “Time App” exception reporting management in conjunction with the Lead Scheduling Specialist
- Provides backup and support to the Lead Scheduling Specialist with divisional scheduling activities including daily staffing needs for the Lead Specialist’s vacation and back-up coverage. These activities may include schedule generation and maintenance of changes, preparation and distribution of reports and compilation of data and presentations and working closely with hospital and physician staff in ensuring timely schedule changes and related communication.
- Demonstrates professionalism at all times
- Maintains collegial working relationships and open communication with internal and external customers and colleagues including providers, specialty practices, leadership, healthcare facilities, and administrative and clinical colleagues
- Performs other duties necessary to maintain the overall efficiency and continuity of the divisions
- Participates in regular administrative support staff meetings led by Senior Executive Assistant
- Occasionally provides coverage of corporate office reception as needed, coordinated by Senior Executive Assistant
- Updates and learns various office software support applications as appropriate
- Is proactive in identifying, reporting and participating in the resolution of any potential or actual patient safety issues
- Maintains a high level of confidentiality at all times
- Ensures all Company and clinical site policies and procedures are followed with all activities
- Remains flexible to attend to other needed work requests or assigned duties
- Supports the Organization’s Mission and Values
QUALIFICATIONS - High School diploma
- 5+ years administrative support experience
- Experience working in a healthcare environment helpful
- Ability to work effectively and professionally in a fast-paced, 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
- Willingness and ability to learn and develop data analytic skills, including the use of various software tools to gather data and create reports that support decision-making operational improvements
- High level of attention to detail and accuracy
- Excellent organizational and time management skills with the ability to prioritize and meet deadlines
- Proficient computer skills to include Microsoft Word, Excel, PowerPoint, Outlook and Teams
- Strong customer service and interpersonal skills exhibiting an approachable demeanor
- Continuous improvement mindset, with a willingness to develop new skills and take on new tasks
- Ability to handle and maintain confidential information with discretion
- Ability to work independently, coordinate multiple schedules and staffing paradigms
PHYSICAL DEMANDS / WORK ENVIRONMENT - Position is on site
- Operation of various office equipment; fax machine, telephone & voice mail system, personal computer, e- mail system, cell phone, pager, and photocopier
- May be required to sit or stand (presentations/meetings) for extended periods of time
- Light lifting of paperwork, folders and other materials
- Occasional reaching, bending
- Attendance at evening meetings
- Occasional travel to and from various local sites for administrative support and after-hours meetings
BENEFITS - Health Insurance (80% company paid)
- Health Savings Account (Company Match: $3,000 family plan / $1625 individual plan)
- Dental & Vision Insurance Plans
- 401(k) Match and Profit-Sharing Plan
- Life and Accidental Death and Dismemberment Insurance (company paid)
- Long-term Disability Insurance (company paid)
- Short-term Disability Insurance (company paid)
- Generous paid time off
- Voluntary, Employee-Paid Benefits
- Medical Reimbursement Plan
- Dependent Care Plan
Job Tags
Holiday work, Full time, Temporary work, Summer work, Local area, Flexible hours, Afternoon shift,