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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.
The Administrative Assistant assists the Senior Manager(s) by
supporting the work of the department and maintaining
proficiency with the Essential Functions of the position.
Qualifications
High school education
Experience in Microsoft word, excel, and access
Keyboarding skills greater than 50 words per minute
Good spelling and grammar knowledge
Proficient Microsoft Office Skills (Outlook, Word, Excel)
Good computer skills; keyboarding skills greater than 50 wpm
Prior Administrative Assistant experience required
Prior healthcare experience preferred
Shorthand skills or able to record minutes of meetings
Good English speaking and writing skills; good grammar /
spelling knowledge
Notary Public credentials
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.
