Full-Time
Office Manager
WVU Medicine
Academic health system
No salary listed
South Charleston, WV, USA
In Person
Travel to clinical sites is required from time to time.
Associate's
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
Workday HRIS
Electronic Health Records (EHR)
PALS
Basic Life Support (BLS)
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Requirements
- A high school diploma or equivalent is required.
- Two years of administrative or healthcare administrative experience is required.
- Manual dexterity is required to operate office equipment.
- The ability to drive to different sites is required.
- Travel to clinical sites is required from time to time.
Responsibilities
- Organize and coordinate office operations and procedures for the Emergency Medicine, Hospital Medicine, and Intensivist departments.
- Maintain department records and conduct or manage special projects.
- Serve as the key contact for physicians and Advanced Practice Professionals and liaise with community hospital departments.
- Answer and screen telephone calls, take detailed messages, and provide information as needed.
- Sort and distribute mail and maintain the staff phone log.
- Monitor, maintain, and order office supplies and equipment and prepare work orders for repairs.
- Coordinate meetings, organize catering, attend committee and faculty meetings, take minutes, distribute meeting materials, and track attendance.
- Maintain the Medical Director’s calendars.
- Complete monthly department credit-card reconciliation and Workday invoice coding.
- Use the electronic medical record to respond to internal and external queries and assist with employee records.
- Conduct new-provider orientation and onboarding, assist with policies and procedures, and ensure providers receive electronic medical-record training before starting.
- Ensure providers complete mandatory tasks, including computer-based learning requirements, flu-shot documentation, and Occupational Safety and Health Administration surveys.
- Process provider travel and purchase reimbursements, conference registrations, and travel arrangements using the department credit card.
- Update continuing medical education purchase details and balances.
- Manage QGenda schedules for the Medical Director and maintain physician and Advanced Practice Professional schedule updates and swaps.
- Complete biweekly payroll for physicians and Advanced Practice Professionals and manage paid time off.
- Complete independent-contractor timesheets and invoices and maintain Medical Director timesheets.
- Complete provider extra-duty hours, calculate Acute Resource Group monthly hours, and forward information to administration.
- Assist with leaves of absence in coordination with the Absence Manager and West Virginia University Medicine leave-of-absence team.
- Coordinate with outside locum-tenens vendors to schedule providers, verify timesheets, and process invoices.
- Ensure workers’ compensation forms are completed and submitted timely.
- Assign patients to hospitalist providers daily and assist providers with death-certificate completion.
- Assist the Medical Director with annual evaluations, conduct research for special projects, and complete grievance reports and letters.
- Create presentations and reports for the Medical Director.
- Maintain electronic-medical-record metric reports and assemble patient census, chart-deficiency, patient-transfer, dashboard, and time-study reports.
- Assist Health Information Management with chart-deficiency compliance and coordinate with providers to complete charts.
- Record and report excess-duty-volume incentive data to administration and send monthly time-study information to the Chief Financial Officer.
- Work with Provider Relations Specialists, the Health Partners Network, and provider recruitment on credentialing, reappointments, and onboarding.
- Track provider certifications, including Advanced Trauma Life Support, Advanced Cardiac Life Support, Pediatric Advanced Life Support, and Basic Life Support, and arrange certification training.
- Work with Case Management on denial letters and assist the Stroke Coordinator and Trauma Manager as needed.
Desired Qualifications
- An Associate's Degree is preferred.
- Two years of administrative experience in a medical office setting is preferred.
WVUMedicine is an academic health system serving West Virginia and the surrounding region. The system operates hospitals, clinics, specialty programs, emergency care, research, and medical education through an integrated network. It serves patients, families, referring clinicians, students, researchers, and regional communities. Its operating model centers on clinical care, hospital operations, ambulatory services, education, research, and shared system support. Teams work across nursing, physicians, allied health, research, technology, facilities, administration, and patient services. Work depends on coordination among clinical, operational, technical, and support teams across its care settings and communities.
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