Full-Time
Office Manager 2
Emergency Medicine/Hospital Medicine/Intensivist
WVU Medicine
Academic health system
No salary listed
Weirton, WV, USA
In Person
Travel to clinical sites is required from time to time.
Associate's
Category
 Administrative & Executive Assistance (1) |
|---|
Required Skills
Data Visualization
Workday HRIS
Electronic Health Records (EHR)
PALS
ACLS
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.
- The ability to operate office equipment with manual dexterity is required.
- 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 supporting physicians and Advanced Practice Professionals and liaise with community hospital departments.
- Perform general clerical duties, including answering and screening telephone calls, taking messages, sorting and distributing mail, maintaining phone logs, ordering supplies and equipment, preparing repair work orders, and coordinating meetings and catering.
- Arrange, attend, and take minutes at monthly committee and faculty meetings; distribute minutes, track attendance, and report to administration.
- 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.
- Assist with maintaining department employee records.
- Conduct new provider orientation and onboarding, assist providers with policies and procedures, and ensure new providers receive electronic medical record training before starting.
- Ensure providers complete mandatory tasks, including computer-based learning, flu shot documentation, and Occupational Safety and Health Administration surveys.
- Serve as the department point person for provider questions and concerns.
- Process provider 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 QGenda schedules for the Medical Director and maintain physician and Advanced Practice Professional schedule updates and swaps.
- Complete biweekly payroll for Advanced Practice Professionals and physicians and manage paid time off.
- Complete monthly independent contractor timesheets and invoices.
- Collect and file monthly Medical Director timesheets and report information when needed.
- Complete provider extra-duty hours for the Administrator and calculate and forward Acute Resource Group monthly hours to administration.
- Provide leave-of-absence assistance in coordination with the Absence Manager and WVU Medicine leave-of-absence team.
- Coordinate with outside locum vendors to schedule locum providers, verify timesheets, and process invoices.
- Ensure WC1 forms are completed and submitted on time.
- Assign patients to Hospitalist providers daily.
- Assist providers with death certificate completion and assist the Medical Director with annual evaluation completion.
- Conduct research to 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 and assemble daily, weekly, monthly, and yearly patient census reports.
- 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 promptly.
- Maintain patient transfer reports.
- Coordinate with the Hospitalist Medical Director to record and report excess-duty-volume incentive data to Administration.
- Manage the monthly time study and send it 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 Cardiovascular 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 or Trauma Manager as needed.
Desired Qualifications
- An associate 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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