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    Administrative Secretary - South Bend, United States - Beacon Health System

    Beacon Health System
    Beacon Health System South Bend, United States

    2 weeks ago

    Default job background
    Description
    Full-time

    710 N. Niles Ave.

    Clerical

    Day

    Reports to Manager, Value-Based Strategy.

    Ensures the effective operations of the Beacon Medical Group Quality Department by:

    Coordinating day-to-day operations of the BMG Quality team, under the direction of the Manager (including ensuring team's assigned work is completed in an accurate and timely manner, answering questions from team members, and otherwise ensuring an effective work environment).

    Performing general administrative duties (such as ordering supplies, answering phones, responding to requests from management and/or physicians, and organizing/scheduling meetings).

    Coordinating the BMG Provider Scorecard (including data gathering, consolidation and scorecard production processes). Tracking/facilitating ongoing and annual quality audit requests. Leading special projects as directed by leadership.

    MISSION, VALUES and SERVICE GOALS

    *MISSION: We deliver outstanding care, inspire health, and connect with heart.
    *VALUES: Trust. Respect. Integrity. Compassion.
    *SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

    Job Responsibility


    Value Based Initiatives:

    • Initiate and coordinate yearly physician meetings for annual BMG Provider Scorecards.
    • Establish appropriate measures relevant to each BMG specialty.
    • Assist with the design and scoring of BMG Physician Scorecards.
    • Maintain and track accurate data collection and measures.
    • Report BMG physician scorecard data monthly to providers and managers.
    • Report scorecard data quarterly leadership.

    General Administrative Duties:

    • Answers phones utilizing customer service principles.
    • Maintains a positive, friendly, and cheerful demeanor, even during stressful situations.
    • Relays accurate, pertinent information to manager, director and rest of team.
    • Responds promptly to management, physicians and staff needs.
    • Organize and schedule meetings and appointments for team.
    • Report and distribute minutes of meetings.
    • Open distribute and sort incoming correspondence.
    • Assist in the preparation of regularly scheduled reports.
    • Provides general support to visitors.
    • Monitors and orders replacement of stock supplies and materials according to predetermined levels while keeping cost containment in mind when ordering (i.e. paper, supplies, etc.).
    • Performs organizing and cleaning activities and assures stock items are available for easy access.
    • Monitors and maintains office equipment, entering tickets as necessary.
    • Keeps the department areas neat and orderly.

    Annual Quality Audits:

    • Provide HEDIS, MCRA, & ACO medical record measure information in compliance with insurance companies.
    • Coordinate the identification, collection, and abstraction and other data in collaboration with other staff.
    • Coordinate with vendors to do onsite audits.
    • Closing gaps by providing pertinent data.

    Special Projects:

    • Leads patient outreach initiatives.
    • Leading special projects in collaboration with insurance payers.
    • Leading special projects as directed by BMG leadership.

    Paralegal Duties (BMG Admin dept):

    • Assisting Physician and APC Recruiters in preparing contracts and offer letters for potential recruits.
    • Preparing amendments with the direction of the recruiter for existing providers.
    • Assisting in managing files, organizing documents, and maintaining renewal data to ensure compliance.
    • Coordinating logistics for candidates, including scheduling appointments, creating itineraries, and arranging for transportation.
    • Assist with managing immigration matters and associated filings.
    • Assist with reviewing and drafting business agreements and contracts, distributes and tracks executed agreements, assists with the maintenance of contract files in the contract management system(s).

    Contribute to the overall effectiveness of the department:

    • Completes other job-related duties and projects as assigned.

    ORGANIZATIONAL RESPONSIBILITIES

    Associate complies with the following organizational requirements:

    • Attends and participates in department meetings and is accountable for all information shared.
    • Completes mandatory education, annual competencies and department specific education within established timeframes.
    • Completes annual employee health requirements within established timeframes.
    • Maintains license/certification, registration in good standing throughout fiscal year.
    • Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
    • Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
    • Adheres to regulatory agency requirements, survey process and compliance.
    • Complies with established organization and department policies.
    • Available to work overtime in addition to working additional or other shifts and schedules when required.
    Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:


    • Leverage innovation everywhere.
    • Cultivate human talent.
    • Embrace performance improvement.
    • Build greatness through accountability.
    • Use information to improve and advance.
    • Communicate clearly and continuously.
    Job Qualifications

    Education and Experience


    • The knowledge, skills, and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent. Associate's Degree or Bachelor's Degree in business or healthcare-related discipline preferred. Previous experience in medical terminology, computer data entry, and time management experience preferred. Experience working in a healthcare setting is preferred. For the Administrative Secretary (BMG), a Bachelor's degree is preferred. Paralegal Studies, Legal Studies, or related field preferred. Prior experience in a legal environment or law firm preferred. Certification as a paralegal or equivalent relevant experience. Strong research and analytical skills, with attention to detail and accuracy.
    Knowledge & Skills


    • Must be able to prioritize duties to meet deadlines for service and adapt to frequent changes.
    • Good working relationship with others.
    • Skilled in Microsoft office, proficiency in using Excel spreadsheets is a must.
    • Good written and verbal communication skills.
    • Must be able to communicate clearly and professional with providers and managers.
    • Medical Terminology.
    • Requires the need to be responsive and reasonably adaptable for scheduling purpose, when necessary, due to extenuating circumstances in support of co-workers and department functions.
    • Communicates clearly and promptly with Coordinator and Director.
    • Attention to detail and problem solving skills.
    • Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles.
    Working Conditions


    • Works in office environment.
    • Complexity of workload and communications may involve mental stress.
    • Must be effective in a quality-focused environment that frequently deals with important deadlines and schedules.
    • Possible eye strain/sitting for long periods of time.
    Physical Demands


    • Physical demands generally light, but at times may require long periods of sitting at a desk.
    • Must be able to sit for long periods of time in front of a computer.
    • Moderate standing, walking and stooping including filing and restocking.
    • Lift boxes up to 20 pounds in weight.
    • Proper use of body mechanics to prevent injury.
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