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WVU Medicine

Academic health system

Office Manager

Administrative SupportConfirmed live in the last 24 hours
Full-timeBridgeport, WV, USANo salary listed

About the Job

Requirements

  • A high school diploma or equivalent is required.
  • Two years of administrative or healthcare administrative experience are required.
  • An associate degree is preferred.
  • Two years of administrative experience in a medical office setting are preferred.
  • Manual dexterity to operate office equipment is required.
  • Ability to drive to different sites is required.

Responsibilities

  • Organize and coordinate office operations and procedures to support the daily operation of the Emergency Medicine, Hospital Medicine, and Intensivist departments.
  • Maintain department records and conduct or manage special projects.
  • Serve as a key contact for department physicians and advanced practice professionals, and liaise with community hospital departments interacting with the Medical Director and providers.
  • Answer and screen telephone calls, take detailed messages, and provide information as needed.
  • Sort and distribute mail; maintain the staff phone log; monitor, maintain, and order office supplies and equipment; and prepare repair work orders.
  • Coordinate meetings and catering, arrange catering for special occasions, attend monthly committee and faculty meetings, take and distribute minutes, track attendance, and report attendance to administration.
  • Maintain the Medical Director’s calendars; reconcile monthly department credit card statements; complete Workday invoice coding; use the electronic medical record to respond to queries; and help maintain employee records.
  • Conduct new-provider orientation and onboarding, assist providers with WVU Medicine policies and procedures, and ensure providers are trained on the electronic medical record before starting.
  • Ensure providers complete mandatory tasks, including required learning modules, flu-shot documentation, and Occupational Safety and Health Administration surveys.
  • Maintain relationships with physicians and advanced practice professionals as the point person for questions and concerns.
  • Assist providers with travel and purchase reimbursements in Workday; register providers for conferences and arrange travel using the department credit card.
  • Update continuing medical education purchase details and balances.
  • Manage the QGenda schedule for the Medical Director and maintain, update, and distribute physician and advanced practice professional schedules and schedule swaps.
  • Complete biweekly payroll for advanced practice professionals and physicians, manage paid time off, and complete monthly independent-contractor timesheets and invoices.
  • Collect and file monthly Medical Director timesheets, report them as needed, complete provider extra-duty hours for the Administrator, and calculate and forward Acute Resource Group monthly hours to administration.
  • Assist with leave-of-absence matters in coordination with the Absence Manager and WVU Medicine leave-of-absence team.
  • Coordinate with outside locum vendors to schedule providers as needed, verify timesheets, and process invoices.
  • Ensure WC1 forms are completed and submitted on time; assign patients to Hospitalist providers daily; and assist providers with death certificate completion.
  • Assist the Medical Director with annual evaluations; research and develop outcomes for special projects; complete grievance reporting and letters; and create presentations and reports for the Medical Director.
  • Maintain electronic medical record metric reports; assemble daily, weekly, monthly, and yearly patient census reports; and complete weekly dashboards.
  • Assemble electronic medical record chart-deficiency reports, assist Health Information Management with chart-deficiency compliance, and work with providers to complete charts on time.
  • Maintain patient-transfer reports; coordinate with the Hospitalist Medical Director to record and report excess-duty volume incentive data to administration; and manage the monthly time study and send it to the Chief Financial Officer.
  • Work with Provider Relations Specialists, Health Partners Network provider enrollment, and provider recruitment on credentialing, reappointments, and onboarding.
  • Work with Provider Relations Specialists to track provider certifications, including ATLS, ACLS, PALS, and BLS, and arrange certification training.
  • Work with Case Management on denial letters and assist the Stroke Coordinator or Trauma Manager as needed.
  • Travel to clinical sites from time to time.

About the Company

WVU Medicine

Academic health system

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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