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ADMINISTRATIVE ASSISTANT
Location: Lancaster PO
Department: ADMINISTRATION II
Shift: Day shift Full-time
Job Details:
  • Position Summary
    • The Physician Offices Administrative Assistant provides clerical support to the Physician Office. Primary duties shall include processing and typing of reports, policies, correspondence, schedules and related materials in coordination with the Senior Administrative Assistant. The Administrative Assistant is also responsible for payroll processing, maintaining stock supplies and interoffice mail processing.
  • Qualifications
    • High school education
    • Experience in Microsoft word, excel, and access
    • Keyboarding skills greater than 50 words per minute
    • Good spelling and grammar knowledge
  • Essential Functions of the Job
    • Required skills and competencies. Has competency checklist been completed with all competencies met (i.e. job skills / knowledge, equipment knowledge)?
    • Copy ER call schedule and distributes paper schedules as per distribution list.
    • Responsible for loading meetings into eCW for various meetings and Providers.
    • Prepares agendas and minutes for the LPO Safety Committee quarterly meetings, and other meetings as assigned. Please refer to the Recording Secretary Job Description for additional duties related to functions as Recording Secretary.
    • Responsible for answering telephone for Director of Physician Services when the Director is not available.
    • Enter the Provider Call Schedule on eCW and distribute notice to appropriate staff.
    • Responsible for maintaining weekly distribution of Provider/Clinical Staff Schedule.
    • Responsible for processing and distributing Clinical/Clerical Staff Vacation/CME requests.
    • Obtain and enter the monthly Orthopedic, GYN, Urology and Surgical call Schedules on eCW and distribute either by email, fax, or paper copy calendar to appropriate staff.
    • Coordinates the EMR Steering Committee every other month meeting as directed and is responsible for; reserving meeting rooms, sending out meeting notices and agendas, taking and distributing minutes, ordering and delivering of refreshments, and cleaning and returning equipment to Dietary.
    • Coordinates orientation schedule for all new Providers.
    • Responsible for orientation manuals and schedule for all new clerical/clinical staff.
    • Responsible for collection and accuracy of new clinical staff paperwork for Human Resources and shadow files kept in Lancaster Physician Office.
    • Responsible for maintaining current job descriptions in approved format as directed by appropriate managers.
    • Maintains Administration and Rural Health Clinic manuals for three physician offices.
    • Liaison for Weeks Medical Center with various colleges (Massachusetts College of Pharmacy and Health Sciences, NH Community Technical College, University of New England, etc. for student clerkships or shadowing with providers at our facility. Also involves coordination with Human Resources for orientation, Pat Rogers for immunization records, etc).
    • Maintain Clinical/Clerical Time Off Calendar.
    • Responsible for coordinating all meetings and appointments in eCW and on Outlook Calendar for Dr. Lars Nielson.
    • Manages all CME money requests and keeps track of the CME money Logs for all Mid-Levels.
    • Process all check requests that pertains to Littleton Regional Hospital, Indian Stream Physician Office, Dr. Keenan, and Dr. Donnelly.
    • Entering into eCW Dr. Schanlaber yearly Nursing Home visits.
    • Responsible for document management. This includes making sure all policies are placed on the Intranet and all older versions of the policies are removed from the Intranet.
    • Perform other duties as assigned by the Director of Physician Services or other members of the administrative team.

Job Code: 83114106
Posted: Feb-1-2013
   
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