1 executive assistant outpatient psych jobs found
Job Summary
The Executive Assistant is responsible for a variety of office administration duties in support of the Outpatient Psychiatry services and programs within the Division of Psychiatry.
Schedule
This is a full-time position, Monday through Friday. Flexibility of hours and/or days may be needed, determined by business need.
Work Environment
Normal office environment. Noise level moderate to low.
Qualifications
Education
High School Diploma or equivalent.
Bachelor’s degree preferred.
Experience
3+ years’ experience in an administrative support role with progressive administrative responsibility
Essential Functions
The details listed below are intended to outline the general nature and level of work for an individual in this role and are not intended to be interpreted as an all-inclusive list of responsibilities and duties.
Receive and respond in a professional and timely manner to incoming inquiries, communications and requests for assistance via the Department telephone; email, interoffice, or postal mail; or in person requests from visitors or other members of the Psychiatry division.
Provide general administrative support to the Outpatient Psychiatry Medical Director, including arrangement of meetings, physician schedules (and changes), intra-department communications, routine reports, and ad hoc projects.
Assist the Outpatient Psychiatry physicians with various administrative needs including time reporting, schedule changes, intra-department communications, miscellaneous paperwork completion, needs for office supplies, assistance with computer applications, and ad hoc projects as directed by the Outpatient Medical Director, Psychiatry Chair, or Department Administrator.
Responsibilities include maintaining an organized filing system (for electronic and paper documents), faxing, mailing, copying, and data entry as needed to support Department’s administrative functions and contract compliance needs, according to conventional business standards and Division protocols.
Maintains the office environment in a manner that projects orderliness and consideration of visitors and co-workers within the Department;
Submit and ensure timely response to all requests for DMG or Valleywise Facilities or Information Technology (IT), maintenance for the respective Outpatient Psychiatry offices or behavioral health clinic providers’ needs.
Assist in forwarding time sensitive documents to the appropriate providers or Department leadership, and ensure documents are returned per the predetermined time frame; these may include such things as requests for forms completion or signature; professional privileging or employee health-required documents or documents that have hard deadlines for their return to the sender.
Timely notification, gathering and submission of all Department provider Time Reports, and any other provider documents that may be needed by the Division Chair, DMG or Valleywise from time to time;
Greet visitors to the Department and guide appropriate access to personnel and work areas.
Actively participate in and facilitate timely, clear and respectful communications with other departments within the Psychiatry Division, including Inpatient services, Academic program leaders and participants (residents, fellows and medical students), and executive assistant counterparts in the other Psychiatry Division facilities as well as professional counterparts in the Valleywise Behavioral Health departments;
On an ongoing basis, answer or assist in facilitating communications, for current and/or new department providers that require detailed knowledge of Department, Hospital or DMG policies and procedures (for such things as reporting sick time, requesting paid time off, how jury duty summons are handled, functioning of computers and pagers, employee reimbursements, and CME or other expense reimbursements);
Other duties as directed by the Outpatient Medical Director, Division Chair, or Department Administrator.
RoUTINE AND SPEFIFIC TASKs
Maintain the Outpatient Psychiatry facilities’ clinic and call coverage schedules using QGenda, the Psychiatry Division’s scheduling software. This includes:
Obtaining future provider work schedules from the Outpatient Medical Director or her/his designee;
Entering all schedules into QGenda;
Timely entry of changes to the coverage schedules;
Ensuring the Valleywise Hospital System switchboard is aware of all call schedule changes as far in advance as feasible through QGenda schedule updates (or immediately by telephone if a change is emergent and for a date within 48 hours );
Addressing psychiatrists’ or other facility staff questions regarding schedules;
Provide informed and specific assistance to all new, onboarding providers in the Psychiatry Division; this includes the following:
Assess the new provider’s office or workspace to ensure that it has the office furniture, supplies and computer equipment required for his/her position and duties;
Engage the new provider’s medical director in planning, and document a department orientation itinerary for the new provider;
Disseminate the itinerary to all Psychiatry leadership, attending physicians and other staff who will participate in orienting the new provider to the Psychiatry Division and his or her specific facility;
Facilitate introductions to key personnel within the Psychiatry Division and the facility in which the new provider will work;
Facilitate communication with DMG or Valleywise IT departments to address any additional needs the new provider may have for software applications or equipment;
Familiarize the new provider with accessing/viewing schedules and also entering time-reports or extra pay requests in QGenda.
Follow-up with the new provider on a regular basis as necessary to ensure that he/she does not have any unanswered questions or needs.
Coordinate and enter (in QGenda) all schedules for non-Valleywise work locations where DMG Psychiatry Division providers who provide patient care or other professional services including such locations as the Arizona Pediatric Psychiatry Access Line (APAL), Gila River Health Care, Salt River Pima Maricopa Indian Community Health Center, and Southwest Human Development.
Be a liaison for the respective medical directors or other designated leaders within Psychiatry who have responsibility for the non-Valleywise agency relationships listed above: in addition to the Outpatient Medical Director, these will include site directors, academic program leaders or other physicians who hold leadership roles relative to any of the non-Valleywise services listed above.
Maintain and update schedules for the non-Valleywise clinic locations or services as directed by the Department Administrator or the intra-department medical directors who oversee those sites.
Be a liaison, along with the Department Administrator, with members of DMG’s Corporate Business Office departments, including Accounting and Division Administration.
Other duties as assigned.
Role-Specific Knowledge, Skills, and Abilities
Strong interpersonal & communication skills
Ability to communicate effectively both verbally and in writing
Ability to be a team player, consistently demonstrating a positive attitude
Independent judgment, resourceful, takes initiative, flexible
Strong time management and organizational skills
Able to compose reports and memoranda
Excellent multi-tasking ability and attention to detail
Personal and professional integrity
Typing 40 wpm
Understands the criticality, as well as the work habits and behaviors, of maintaining the strict level of confidentiality required in a health care administrative environment
Ability to sustain a mature level of professionalism among staff, service partners’ employees, and other types of Division clientele at all times.
Maintain an active Fingerprint Clearance Card through Department of Public Safety.
Maintain a valid Driver’s License and motor vehicle record in good standing.
Maintain vehicle insurance coverage in accordance with the state minimum required limits.
Exhibit computer proficiency in Microsoft Office Suite (Ex: Word, Excel, and Outlook).
Universal Knowledge, Skills, and Abilities
Uphold and maintain confidentiality, in accordance with federal and state law, company policy, and the role being performed.
Understanding of and maintaining compliance with HIPAA laws and regulations.
Maintain compliance with DMG policies and procedures.
Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards.
About District Medical Group
About DMG: District Medical Group, Inc. (DMG) is well known as a respected leader in the Phoenix healthcare industry, with a reputation for outstanding leadership, innovation and dedication to the patients and communities we serve. DMG employs over 650 credentialed providers and more than 350 professional/administrative staff as one of the largest physician groups in the Valley. What Does DMG Offer? DMG continuously strives for and succeeds in providing a strong and positive work environment through employee appreciation, team collaboration, competitive compensation, mentoring, growth opportunity, and attractive benefits that include: A strong benefits package inclusive of Medical, Dental and Vision, and several voluntary benefits, Effective DAY ONE Flexible Spending Account option Company-paid STD and LTD A rich 401(k) with employer match, increasing annually up to 6% 3 weeks of Paid Time Off, increasing after 3 years. Paid Sick Time 10 paid holidays, annually and more About the Role: The Human Resources and Compliance Executive Assistant (EA) serves as both an assistant to the Chief Compliance Officer (CCO) and as the administrative support role to the Human Resources department Schedule This is a full-time position, Monday through Friday, 40 hours per week. Primary Responsibilities of the Role: Oversees lobby operations including greeting visitors, maintaining package pickup/ delivery and conference room scheduling. Answers main line and clinic calls, trasnferring to departments or clinics as appropriate. Assists with ongoing audit of employee files for compliance. Monthly reconciliation of department credit card with supporting documentation Coordinates meal and office supply orders for department Manages and monitors Travel Reduction Program (TRP) Handles meeting and schedule correspondence for CCO. Monitors and acts as a main contact for specialized company inboxes and forwards emails to appropriate personnel Assists with data entry projects and/or reorganization of company documents and files. Records meeting minutes for CCO as needed. Manually and digitally maintains downtime policy and emergency binders. Assists with requesting and uploading DOS reports and rosters in accordance with audit schedules. Assists with other duties as assigned. The Successful Candidate Will Possess: High school diploma or equivalent required. Bachelor’s degree or equivalent combination of education, training, and experience preferred. 1+ year customer service experience preferred. Bilingual Spanish/ English preferred. 1+ year HR/ HRIS experience preferred. 1+ year administrative experience in healthcare setting preferred. Employee Health Compliance: As a condition of employment, DMG requires its employees to comply with Employee Health standards. All employees must provide proof of Tuberculosis clearance as well as Influenza immunization (or an approved declination). Specific roles, depending on location/job responsibilities will require proof of immunization or antibodies for Hepatitis B, MMR, TDAP, and Varicella. #CHP