Full Job Description
Under the general supervision of the Program Manager, provides administrative support to TESSCC attendings and Nursing Director. Works with administrative leadership and clinical staff members to ensure a quality-based, customer-oriented flow of work. Requires discretion and judgment to organize priorities, complete tasks and handle confidential patient and Partners business information. Responsibilities include office reception; transcription of consultation letters and notes; scheduling meetings, preparing and distributing meeting minutes, reports, manuscripts and other Trauma Program correspondence; performing photocopying, faxing, and establishing and maintaining filing systems; and answering telephones. Works collaboratively with the Trauma Program administrative team and other Trauma Attending Physicians on a day-to-day basis.
ADMINISTRATIVE RESPONSIBILITIES: Physician
Maintains physicians’ calendars.
Transcribes, edits, proofreads, and prepares recommendations, reports, abstracts, manuscripts, correspondence, research protocols, etc. and maintains appropriate file copies as requested by physician/fellows working with physician.
Schedules meetings including booking rooms and ordering food
Responsible for making travel arrangements and keeping track of expenses in order to submit for reimbursement
Answer telephones: place and return telephone calls for physicians as requested.
Retrieve, screen and triage physicians’ mail.
Prepare correspondence, applications, forms, and reports; schedules interviews/meetings/facilities; arranges for travel and other accommodations; coordinates outside services; places telephone calls; participates in meetings; arranges for payment of invoices and reimbursement etc. related to physician administrative/research activities.
Prepares and distribute physician on-call schedule on a monthly basis as appropriate.
Prepare and update physicians’ Curriculum Vitae on a regular basis as needed.
Ensure timely renewal and maintenance of physicians’ medical license(s), DEA certificate, professional liability insurance, etc.
Prepare and maintain files of hospital and managed care plan credentialing documents.
Performs photocopying, faxing, filing as requested.
Orders office and clinical supplies and forms, stamps, etc. as needed.
Cross covers for other staff members for breaks, lunches, vacations, etc. and during variations in work flow as needed.
Retrieves articles from on line sources as requested.
Organizes materials for presentations at national meetings.
Establish and maintain databases for storage of records, patient lists, mailing lists, etc. according to physician’s needs.
Arrange for outside visitors, medical students, etc. as requested.
Participate in monthly staff meetings.
Prepares all expense reports on a timely basis. Keeps track of submissions and payments
TRAUMA PROGRAM RESPONSIBILITIES
Participates in Trauma credentialing and on-boarding process under the direction of Billing Coordinator
Participates in the preparation of the annual Trauma Symposium as requested
Prepares office supply ordering and organizes deliveries
Works on special projects as may be defined by the Program Manager, Administrative Director and Director of Nursing
Participates with data abstraction and data entry for the trauma registry when needed
Maintains Trauma, Emergency Surgery and Surgical Critical Care website
Coordinates division SharePoint website
Perform and/or participate in special projects at the request of the Chief of Trauma, Administrative Director or Trauma Nurse Director.
ADDITIONAL RESPONSIBILITIES:
Performs all duties within the scope of the Medical Clerkship Coordinator’s role on an as needed basis.
Performs all duties within the scope of the Fellowship Coordinator’s role on an as needed basis
Qualifications
Associate or Bachelors Degree or equivalent Secretarial Certificate
Minimum of 2-3 years of medical secretarial experience
EEO Statement
Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.
Primary Location: MA-Boston-MGH Main Campus
Work Locations: MGH Main Campus 55 Fruit Street Boston 02114
Job: Administrative Support
Organization: Massachusetts General Hospital(MGH)
Schedule: Part-time
Standard Hours: 20
Shift: Day Job
Employee Status: Regular
Recruiting Department: MGH Trauma Surgery
Job Posting: Feb 4, 2020
