Executive Secretary - Belmont, United States - McLean Hospital(MCL)

McLean Hospital(MCL)

Verified Company

Belmont, United States

1 day ago

Posted by:

Mark Lane

beBee recruiter

Description

Executive Secretary

TITLE:
EXECUTIVE SECRETARY/MANAGED CARE COORDINATOR**
JOB CODE:702**
DEPARTMENT:MANAGED CARE and PRACTICE MANAGEMENT**
DATE:10/31/18*****
REPORTS TO:DIRECTOR OF MANAGED CARE and PRACTICE MANAGEMENT**
GRADE:76**
SUMMARY

Works as an administrative assistant to the director of managed care services and performs a wide range of office and administrative functions both independently and under the direction of the director.

Requires extensive experience with CAQH, epic, word processing, database, and spreadsheet software.

The executive secretary communicates with a wide variety of internal and external consumers including executive leadership requiring a professional, positive, consumer-friendly attitude.

The work is also very detailed and requires a high degree of accuracy and follow through. The executive secretary must have the ability to juggle multiple deadlines and responsibilities.

The executive secretary supports the executive vice president/chief operating officer on an as needed basis and in the absence of her staff and, on an as needed basis, the Legal Office and office of the President/Psychiatrist in Chief.

In addition, the executive secretary supports the executive director of the Massachusetts Association of Behavioral Health Systems as well as the Operational Readiness Director.

RESPONSIBILITY AND STANDARDS OF PERFORMANCE

Responsibility

1.
Managed Care Contracts

Weight
30%

Standards

Assumes a supportive role in the preparation of proposals for managed care contracts
Maintains files of documentation used in the preparation of proposals
Completes procedures for new contracts including facility and physician credentialing with payers.
Answers contract questions for hospital personnel
Maintains a comprehensive catalog of contracts, services, and rates
Maintains a comprehensive list of hospital programs and demographics
Checks managed care admissions daily to ensure proper plan assignment and to track volume of contracts
Maintains spreadsheet of managed care admissions for distribution
Maintains managed care rate spreadsheet and an outpatient fee spreadsheet across payers
Maintains single case agreement log and distributes documentation
Reviews Managed Care payer communications and communicates changes internally as appropriate

Responsibility

2.
Logs and Reports
Weight
30%

Standards

Manipulates raw data from Hospital systems using spreadsheet and data base software to create pivot tables, reports, graphs and charts to support Hospital departments and Senior staff.
Prepares quarterly inpatient referral report
Prepares patient "Data Pack" reports for distribution to Managed Care Committee, EMG, Trustee's, etc. This includes creating reports, graphs and charts to measure; referral sources, ALOS, IP admissions, readmissions, payer mix, Medicare breakdown, patient characteristics, diagnosis and other demographic details)
Prepares regular payer specific managed care contract reports, i.e. admissions, length of stay, etc.
Maintains distribution logs of multiple documents and reports
Prepares other data reports as requested by the Director and executive leadership
Supports Divisions by producing ad hoc reports to help track various data elements.

Responsibility

3.
Support Services
Weight
10%

Standards

For the Director of Managed Care and Business Development:

Assists in preparation of proposals to managed care organizations
Word processes, proofreads, and sends out correspondence and reports
When appropriate, composes correspondence for director
Answers phones, takes messages, refers calls
Manages and maintains accurate room schedules for rooms in the Administration Building and Pierce Hall
Post room schedules weekly
Maintains accurate schedules in Microsoft Outlook Application
Opens correspondence and follows through on appropriate items
Maintains department files
Maintains adequate inventory of office supplies
Input accurate responses from the McLean Hospital Clinical Services Questionnaire into Access Database
Generate data reports as needed.
Miscellaneous tasks for the Revenue and Compliance Manager and the Fitness Coordinator as requested by the Director.

Responsibility

5.
Credentialing process for provider networks
Weight 15%**
Standards

Works with the McLean Hospital credentialing office to obtain clinician credentials
Maintains credentialing files on providers
Maintains and distributes listings of inpatient and outpatient provider networks
Updates and maintains CAQH database with clinician credentials.
Follow up to ensure process is completed for facility and clinicians

Responsibility

7.
Miscellaneous/Other
Weight
15%

For the Executive Director of the Massachusetts Association of Behavioral Health Systems: