President Executive Assistant - job 2 of 2

Overview

CHI St. Anthony Hospital is a 25 bed licensed for 49 faith-based acute care level four trauma critical access hospital and healthcare campus serving the Pendleton Oregon area for more than 100 years. We are committed to the highest quality of patient care and safety; and to strengthening our community through wellness education. CHI St. Anthony Hospital is designed specifically to ensure that our physicians nurses and healthcare professionals can continue to provide extraordinary care for our patients. The 103000 square foot hospital features 4 operations rooms 11 emergency rooms 30 private patient rooms and the latest medical equipment. St. Anthony Hospital has plenty of room to grow as needed by the community and will continue to provide the safest quality of care possible. St. Anthony Hospital was also named one of the top patient experience hospitals in 2021. CHI St. Anthony is a member of CommonSpirit Health the largest not-for-profit health care system in the nation boasting an integrated network of top quality hospitals with physicians from the most prestigious medical schools and comprehensive outpatient services-all recognized for quality safety and service. To learn more go to www.sahpendleton.org

Responsibilities

Job Summary:

Under the direction of the President/CEO, the Executive Assistant to the President is responsible for performing and coordinating Administrative support services for the President/CEO and others as assigned, as available and pertinent to division operations. Also functions as the Credentialing Coordinator and is responsible for the credentialing and re-credentialing process for St Anthony Hospital and clinic providers.

Essential Functions:

• Incumbent has access to restricted or confidential information and must comply with the terms of the CommonSpirit Security Policies as it applies to their job role.
• Collaborates with immediate supervisor and coworkers to establish, define, and refine department goals and objectives consistent with the facility’s Mission and Values.
• Promotes positive customer relations with internal and external customers.
• Demonstrates respect and sensitivity to cultural/social differences in interactions with others.
• Completes assigned tasks in a timely manner.
• Demonstrates initiative and problem-solving skills, using sound judgment.
• Assumes additional responsibilities, as needed, with little or no direction; shows initiative in assisting
• Composes and transcribes correspondence for the President and others as time permits and as requested. Composes letters and memoranda from written or verbal direction.
• Maintains an efficient office environment by coordinating and prioritizing information and visitors appropriately.
• Relieves the President of routine matters.
• Act as the President’s liaison with the general public, corporate boards and medical staff. Assists with communications between the President, employees, physicians, and other identified community groups.
• Coordinates all record keeping activities and meeting arrangements for the parent corporation, St Anthony Hospital Board of Advisors meetings, Bioethics Committee, Department Head meetings and other committees/meetings, as assigned.
• Schedules meetings and coordinates catering and room set up as needed. Prepares and distributes meeting notices, agenda, and meeting packets in a timely manner. Attends designated meetings and takes meeting minutes to maintain an accurate record of decisions. Maintains agenda build-up file for appropriate meetings.
• Develops presentation material for various meetings (Board of Advisors, Management Leadership, Employee Town hall, etc.).
• Maintains President’s files and all administration files (agreements, bylaws, articles of incorporation, etc.) assigned to position as custodian of records.
• Responsible for preparation of reports, correspondence, special projects, technical papers and record keeping.
• Maintains established departmental policies and procedures, objectives, quality assurance program, and safety standards.
• Performs routine office functions such as filing, photocopying, shredding, etc.
• Schedules appointments and manages a complex calendar and makes comprehensive travel arrangements for the Board of Advisors involving hospital business.
• Orders supplies for Administration. Assists in the care and maintenance of department equipment.
• Screens, routes and records communications. Greets customers in person and via telephone with a high degree of professionalism. Identifies customer needs and assists customers utilizing excellent customer service standards and communication skills.
• Compiles, processes and maintains provider credentialing files in a manner consistent with medical, administrative, ethical, legal and regulatory requirements and standards.
• Monitors and ensures that St Anthony Hospital and clinic providers are appropriately credentialed and listed on Insurance company panels for appropriate and timely reimbursement of provider patient services.
• Prepares credentialing applications to obtain provider inclusion on third party payor contracts.
• Creates, monitors and maintains provider credentialing information.
• Supports providers to ensure third party payor re-credentialing.
• Monitors and maintains credentialing files for provider Professional Malpractice insurance and DEA certification.
• Completes and submits J1 work reports for J1 visa providers.
• Processes requests for temporary privileges, increase in privileges and locum tenens privileges.
• Researches privilege criteria and drafts privilege lists as needed.
• Maintains and updates provider rosters.
• Maintains relationships and coordinates with hospital and provider credentialing representatives.
• Facilitates open and timely communications with providers, third party payors and Administration to maintain and establish credentialing, timely processing for onboarding, and changes in payors or providers.
• The job summary and responsibilities listed above are designed to indicate the general nature of the work performed within this job. They are not designed to contain or be interpreted as a comprehensive inventory of all job responsibilities required of employees assigned to this job. Employees may be required to perform other duties as assigned.

Qualifications

Required Education and Experience:

• High School diploma or equivalent
• Minimum of three (3) years of experience in healthcare or insurance related field

Required Minimum Knowledge, Skills and Abilities:

• Knowledge of office systems and technology programs required
• Accuracy is essential to this position and must have close attention to detail
• Must be highly motivated and organized and have the ability to ensure completion of time sensitive projects
• Strong verbal and written communication skills

Preferred Qualifications:

• Associate’s degree in Business or related field
• Certified Provider Credentialing Specialist (CPCS)
• or Certified Professional Medical Services Management (CPMSM)
• Ability to maintain Notary Public Certification
• Ability to exhibit understanding of third party insurance in regards to plan types and payor credentialing processes