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Nantucket Cottage Hospital Administrative Assistant - Quality/Medical Staff Office in Nantucket, Massachusetts

Full-time, 40 hours per week, Day shift, Evenings/weekends/holidays as needed


Working together with our community to achieve whole person wellness throughhealth and related services.


An island community that enjoys physical, mental, emotional, & spiritual wellness.

Job Summary:

This position acts as an Assistant to the VP of Quality, Risk & Patient Experience; ensuring that all departments, communications and meetings are accomplished/supported in a professional manner. The Administrative Assistant of Quality/Medical Staff**Office is responsible for overseeing the physician credentialing process and ensuring that all pertinent data is obtained in a timely manner and sent to the Medical Staff for approval.

_Essential Job Duties and Responsibilities_

_Credentialing Responsibilities_:

  • Develops and maintains Medical Staff credentials files for all Medical Staff and Allied Health Professionals.
  • Ensures that the credentialing (clinical and revenue cycle) requirements of all physicians and allied health professionals are met in accordance with various regulatory requirements and Hospital policies.
  • Orients all medical staff to credentialing process and information needed to meet requirements and policies.
  • Ensures credentials are current for all staff credentialed through the med staff office by continuous monitoring.
  • Independently types letters, memos, reports, and statistical data in carrying out medical staff job responsibilities.
  • Collaborates in making the housing and travel arrangements for consulting physicians in accordance with established policies and procedures; ensures keys, cell phones, and other required information are available to physicians upon arrival to the Island.
  • Sends out and ensures completion of required employment-related information such as references, credentialing information, etc.
  • Obtains criminal background checks and other primary source information regarding all physicians and AHP’s who have requested privileges.
  • Ensures distribution of established policies and procedures to all physicians.

_Medical Staff Responsibilities_:

  • Independently, ensures distribution of appropriate materials to the Medical Staff.
  • Types letters, reports, and performs related Administrative assistant responsibilities for Medical Staff Office, as required.
  • Takes, transcribes, and distributes minutes of Medical Staff Committee meetings, as required.
  • Maintains a current listing of all physicians by specialty that includes all revenue cycle information as needed, e.g. MCR ID number, NPI number.
  • When asked, answers telephone requests about physician availability by providing all names of physicians in the requested specialty field.
  • Arranges for physician coverage as required. e.g. Surgical, OB
  • Maintains online documentation of On Call schedule e.g. Surgery, OB, Peds, Anesthesia, Hospitalist.
  • Responsible for scheduling physician photographs for photo identification badges by apprising physicians of scheduled photography sessions and/or making acceptable contingent arrangements with the Security Department.
  • Responsible to respond to medical staff verification request.
  • Responsible to process payor enrollment documentation request.
  • Key facilitator for physician onboarding.

_Administrative Assistant Responsibilities_:

  • Types various letters, memos, reports, and statistical data for department managers and directors, as needed.
  • Photocopies various reports, memoranda, and documents, as required.
  • Independently, takes, transcribes, types, and distributes meeting minutes of the Quality and Safety Committee, and Credentialing Committees (and any other committees as needed).
  • Performs other related duties, as assigned.
  • Maintains confidentiality of patient information in accordance with Hospital policy and applicable statutes and regulations.
  • Supports admin responsibilities for Case Manager i.e., insurance verifications and approvals.
  • Supports admin for other departments under the responsibility of the VP Quality, Risk and Patient Experience.
  • Covers MD access line every third week.
  • Assists with projects in the Quality office as requested – e.g. Patient Safety Awareness Week, posters, bulletin boards, etc.

_Essential Knowledge, Skills, and Experience Required for the Position_

_Knowledge, Skills, and Experience Required_

  • Knowledge and understanding of medical terminology.
  • Excellent verbal and written communication skills.
  • 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 todemonstrate adequate technical skills and judgment to function unsupervised during on-call, second shift, and weekend hours.
  • Strong analytical and problem-solving skills.
  • Advanced proficiency with Microsoft Office Suite.
  • High school diploma or equivalent required.
  • Associate’s or bachelor’s degree preferred.
  • 2 years’ experience in an administrative assistant capacity or related position required.

_Core Operating Principals_

Through the Lighthouse System of Whole Person Care, NCH strives to:

  • LEARN from our patients, families, providers and staff,incorporating feedbackas we grow
  • INITIATE apersonal, compassionate connectionwith each patient throughout their health care journey
  • GUARANTEEfamily-focused, seamless, equitable and timely accesstoworld-class, high-quality care
  • HIGHLIGHT the need to always respectprivacy and patient confidentiality
  • THOUGHTFULLYintegrate multi-disciplinary approachesto mind, body and spirit wellness, demonstrablyimproving the health statusof Nantucket residents
  • HONORNCH employeesby celebrating their successes, investing in their well-being and promoting diversity and inclusion
  • OFFERinclusive, inviting facilitieswhere all people feel welcome
  • UNDERSTANDeach patient’s unique story, enabling them to be an active partner in their care
  • SECURE afinancially sustainable futurefor NCH
  • EXPRESSgratitudefor the essential support provided by our island community

_Special Requirements_

  • May be required to attend early morning or evening meetings as needed.
  • May be required to work occasional weekends or holidays based on department needs.
  • Must be available to work in the case of a Hospital declared emergency.

Job: *Administrative Support

Organization: *Nantucket Cottage Hospital (NCH)

Title: *Administrative Assistant - Quality/Medical Staff Office *

Location: MA-Nantucket-NCH Nantucket Cottage Hospital

Requisition ID: 3172580