Position Description The Emergency Medicine (EM) Practice Administrator of Aligned Providers Wyoming (APW) will function in a dual position as a Practice Administrator and as the Executive Assistant to the President of APW. This role will be responsible for overseeing the daily administrative processes and assisting with management of APW's providers at Cheyenne Regional Medical Center and Ivinson Memorial Hospital locations.
Under the direct supervision of the President of APW, this position will provide comprehensive administrative support and is responsible for the coordination of activities and information flowing to and from the President. Specifically, executive assistant functions include managing multiple tasks and projects with competing priorities and deadlines, screening and prioritizing communication from external and internal sources, and organizing and maintaining administrative functions for the President.
This role requires a proactive, resourceful, and discreet individual who can properly manage confidential information with the utmost professionalism. This position offers a unique opportunity to work closely with a high-level medical executive and contribute to the success of the organization.
Job Type: Exempt, full-time
Location: Semi-hybrid; must reside within 25 miles of Cheyenne, WY
Reporting to: This position will report directly to the President, or designee, with a dotted-line reporting relationship to the Director of Administrative Operations, or designee.
Responsibilities - Oversee the day-to-day activities; assist with scheduling, including shift coverage as needed, and review schedules
- Provide support to APW Regional Scheduling Coordinator and site Medical Directors as needed
- Reinforce policies and procedures and supervision of physicians and advanced practice providers (APPs)
- Manage the provider orientation process, to include education of new staff and working with MSO's to assist with orchestrating hospital specific orientation processes. This may include preparing travel arrangements for providers
- Work with payroll to ensure accurate input of hours and efficient deposit of funds semi-monthly
- Act as liaison to all third-party vendors
- Support with recruitment and credentialing processes with operations accordingly as needed
- Coordinate work schedules to efficiently make appointments and generate in-person and virtual meetings. This will require attendance to record meeting minutes
- Monthly data extraction. Collaborate with the leadership team to identify quality initiatives and manage quality metrics, including tracking, reporting, and posting
- Prepare provider evaluations. Schedule, prepare and document necessary data for all evaluations, i.e., areas of improvement, action plans, kudos and acknowledgment, YTD metric data
- Monitor provider schedules and keep track of additional time worked
- Assist with APW apps and platforms, i.e., QGenda, GroupMe, any applicable current platforms used, and future platforms in which may be implemented
- Promote effective working relationships with ancillary departments and hospital leadership to help facilitate meeting department goals and objectives
- Ability to effectively utilize EMR to review charts for completion, or missing items such as physical examinations, H&P's, provider signatures and co-signatures, etc.
- Maintain close relationships with site department leadership at our client facility(ies)
- Promptly forward provider inquiries to the appropriate department(s) and/or contact(s)
- Other site-specific responsibilities as assigned by the President and/or site administration
Executive Assistant - Calendar Management: Effectively manage the President's complex schedule, including appointments, meetings, and travel arrangements
- Correspondence: Draft, review, and edit correspondence, including emails, letters, and presentations
- Meeting Preparation: Prepare for meetings by gathering necessary materials, scheduling participants, and taking/disseminating detailed minutes
- Travel Arrangements: Coordinate domestic and international travel arrangements, including booking flights, accommodations, and ground transportation
- Project Management: Assist with various projects and initiatives, including tracking deadlines, coordinating tasks, and providing high level administrative support
- Financial Management: Manage expenses, reimbursements, and invoices
- Communication: Maintain effective communication with internal and external stakeholders, including board members, executives, and clients
- Confidential Information: Handle sensitive and confidential information with the utmost discretion and professionalism
- Office Management: Oversee office operations, including managing office supplies, equipment, and vendor relationships
Other duties include:
- Using good judgment in assessing the urgency and relevance of problems and matters brought to the President
- Process final documents and arrange for distribution
- Proactively bring together appropriate teammates and resources to support the President in addressing the needs of APW
- Ensure smooth operation of APW's office through efficient coordination of procedures and workflows
- Develop and maintain a system that alerts the President of upcoming deadlines, incoming requests and events
- Remain knowledgeable about strategic goals and issues of importance of the President's office in order to make informed decisions in all aspects of the job
- Other duties as assigned
Education: Bachelor's degree in Healthcare Administration, Business Administration, or related field.
Experience - 5+ years of related experience in healthcare administration, with a focus on medical practice management
- Healthcare industry experience is required
- Experience in practice administration and personnel management in a similar environment
- Experience with EMR
- Knowledge of provider credentialing and enrollment processes
- Physician management operations
- Proficient with Microsoft applications; Word, PowerPoint, Excel, Outlook, SharePoint
- Administrative experience
- In-depth knowledge of healthcare regulations, including HIPAA, Stark Law, and Anti-Kickback Statute
Certification: A certification in healthcare administration, such as a Certified Medical Practice Executive (CMPA), can be advantageous.
Preferred Qualifications/Knowledge & Skills - Self-motivated with the ability to work independently and complete required duties
- Exceptionally organized with the ability to manage multiple high priority tasks
- Excellent interpersonal and communication skills
- Resilient and flexible
- Ability to provide consistency in messaging and actions
- Ability to actively and purposefully seek out opportunities to listen to providers needs and engage in meaningful and solution-oriented dialogue. A transparent communicator that follows through until issues are resolved
- Basic medical knowledge
- Strong problem-solving and decision-making skills
- Time management
- Ability to gain trust of management, peers & staff, and cultivate/maintain effective relations
We Offer - Competitive salary and benefits package
- Opportunities for professional growth and development
- Supportive and collaborative work environment
This position requires successful completion of a background investigation and drug screening, which are conditions of employment.
- Background Investigation: We will verify the information you provided, such as your employment history, education, and references. Depending on the position and local laws, a criminal background check may also be conducted. You are obligated to disclose any information that may be revealed in the background check. Falsification or misrepresentation of information may negatively impact your candidacy.
- Drug Screening: You will be required to undergo a drug screening test. A positive test result for illegal substances, refusal to take the test, or tampering with the results may lead to the withdrawal of a job offer or termination of employment.