Executive Assistant to Chief Executive Officer / Medical Staff Credentialing Coordinator - Valley Hospital - Phoenix, AZ
(2021-10 - 2022-12)
Responsibilities included
- Compose correspondence for all Executive Management as well as the Medical Staff
- Liaison for CEO with physicians, internal staff and outside vendors
- Assist CEO with daily and weekly reports to Corporate Office
- Schedule and communicate appointments, meetings and conferences for CEO and all Executive Leadership / Department Directors / Governing Board
- Coordinate all logistics of travel for Executive Management as well as quarterly outings with Department Directors
- Process reimbursement paperwork for Executive Management travel expenses, luncheons and dinners as well as all Medical Staff CME and Annual Dues reimbursements, ensuring accuracy and processing in a timely manner
- Responsible for selecting and personalizing yearly awards distributed to Directors at the off-site annual holiday luncheon on behalf of CEO
- Work with Human Resources on maintaining an up-to-date EE roster / spreadsheet with EE sizes and/or special requests for purchasing annual t-shirts and sweatshirts for hospital employees
- Assist Executive Leadership with running various errands and making purchases on his/her behalf
- Work with the Director of Business Development to ensure best pricing received from various vendors for hospital events such as Holiday Week, Nurses Week, etc.
- Assist DBD with coordinating a quarterly donation drive for staff to support local community centers
- Manage special projects such as logistics of selecting and overseeing a team to create the Valley Hospital Pride Float for the Annual Phoenix Pride Parade ensuring accuracy and proper time management for each project
- Service Excellence Lead - run monthly meetings, coordinate special events with kitchen and outside vendors, create banners and flyers to post throughout hospital, create Employee of the Month certificates for each department, created and maintain 2 Service Excellence boards within hospital
- Post all relevant hospital information to internal Intranet (SharePoint) and ensure information is always up-to-date, maintain hospital's Organizational Chart and internal Phone Directory always ensuring accuracy
- Record and transcribe minutes for Executive Management and Leadership meetings as well as monthly Town Hall gatherings and other meetings by request
- Maintain Hospital Policy and Procedure manuals in addition to the Medical Staff Rules & Regulations and Bylaws
- Coordinate monthly Medical Staff meetings, record and transcribe meeting minutes to meet Joint Commission standards as well as quarterly Governing Board meetings
- Complete hospital credentialing applications for insurance companies accurately and in a timely fashion
- Credential physicians to include initial appointments and reappointments to the Medical Staff
- Created and maintain a database of credentialed physicians for monitoring of expiration dates
- Maintain credentialing files in accordance with Joint Commission standards
- Manage Medical Staff time off ensuring 24/7 physician coverage at all times
- Responsible for creating monthly Physician On-Call Calendars according to each physician's weekend/time off preferences and ensuring equal amount of on-call duties
- Monitor hospital contract expiration dates with outside vendors and ensure new contracts are obtained prior to expiration
- Manage administrative conference room schedule, ensuring cleanliness at all times and supplies are stocked accordingly
- Create and process purchase orders and check requests
- Order and maintain all office supplies for Executive Management as well as Medical Staff
- Assist Human Resources Director in on-boarding new employees, preparing orientation documents and ensuring all paperwork and certifications are collected and current
- Assist Human Resources in auditing employee files to ensure accuracy in accordance with Joint Commission standards
- Provide coverage throughout hospital as needed
- Create and maintain professional relationships in all areas within the hospital as well as outside vendors, community relations, patients and families
- Maintain a friendly, inviting yet highly confidential atmosphere for all
Executive Assistant - Petitpas Psychiatric Services - Cranston, RI
(2018-08 - 2021-08)
Responsibilities included
- Initial intake paperwork/insurance benefits and eligibility verification
- Create and maintain client records (hard copy and in EHR)
- Check patients in/out, collect copayments for 35-40 patients each day
- Obtain initial/concurrent insurance authorizations
- Enter and process billing for Patricia Petitpas, APRN, PCNS-BC, LCPDII, reconcile EOB's weekly from all insurance companies accepted to ensure proper reimbursement
- Follow-up with insurance company reimbursement discrepancies
- Monitor practice budget, create and process purchase orders, check requests and employee reimbursements
- Track outstanding patient balances and follow-up per practice policies
- Upload and print daily transcription - correct any mistakes on assessments/progress notes upon return
- Compose letters and correspondence for patients, law offices, housing authorities, etc.
- Process TDI, Cigna and MetLife Insurance paperwork in a timely fashion
- Order and maintain office supplies
- Facilitate service contract execution
- Establish and maintain contacts with pharmaceutical companies/representatives
- Maintain a friendly and highly confidential atmosphere for patients and staff
Executive Assistant to Karen Furie, MD, MPH, Samuel I. Kennison, M.D. and Bertha S. Kennison Professor of Clinical Neuroscience, Professor of Neurology, Chief & - Rhode Island Hospital - Providence, RI
(2016-02 - 2018-08)
Responsibilities included
- Maintained Chief & Chair's calendar to include meetings, conferences and constant travel
- Coordinated Administrative Conference Rooms for Department of Neurology and Residency program ensuring proper audio/visual needs are set-up accordingly
- Composed letters of support and recommendation for Chief & Chair of Neurology
- Composed letters for Brown University Faculty Appointments/Reappointments
- Regularly attended meetings, prepared agendas, composed and distributed meeting minutes
- Maintained confidential employee files and department budget
- Monitored department budget, created and processed purchase orders, check requests and employee reimbursements
- Researched invoices and payables to ensure proper follow-through by other departments
- Ordered and maintained supplies for entire Department of Neurology
- Coordinated physician recruitment for all specialties in Department of Neurology (Stroke, Neuromuscular, Movement Disorders, Neurocritical)
- Oriented new staff to department to include policies and procedures
- Ensure new employees receive parking stickers/obtain their badge, etc.
- Handled all facility issues within the department
- Assisted Office Manager in day-to-day operations of department
- Ensured cleanliness of department to include floors, conference rooms and individual offices
- Assisted Residency Coordinator with day-to-day duties to include ordering lunches, reimbursements, spreadsheet management, invoice follow-up, residency recruitment
- Created and maintained professional relationships in all areas within the hospital and Brown University (i.e. Accounts Payable, Maintenance, Credentialing offices, etc.)
Administrative Assistant to Patricia Wolfe, Administrative Director, Lifespan Rehabilitation Services as well as support managerial staff - Rhode Island Hospital - Providence, RI
(2013-12 - 2016-02)
Responsibilities included
- Composed memos, letters and other correspondence for Administrative Director
- Facilitated service contract execution
- Designed and prepared new forms, spreadsheets, PowerPoint presentations, meeting agendas and minutes
- Maintained Administrative Director's calendar, scheduled meetings, booked conference rooms, registered for conferences and webinars (as well as other managers)
- Travel arrangements and reimbursements (to include Inpatient and Outpatient employees)
- Maintained confidential files on employees and department budgets
- Monitored department budget, created purchase orders, check requests, researched invoices and payables
- Ordered and maintained supplies for department
- Assisted Administrative Director in creating and maintaining departmental Policies & Procedures for Lifespan Rehabilitation Services
- Co-leader of the Policy & Procedure Task Force
- Assisted Administrative Director with monthly financial reports and distributed appropriately to managers/coordinators
- Assisted Administrative Director with her role as President, APTA, Section on Women's Health responsibilities (set up Webex/conference calls, prepared PowerPoint presentations, prepared documents, updated policies and procedures, travel and reimbursement)
- Front desk support for all departments within Rehab Services
- Handled all facility issues within Rehab Services at Allens Ave. location
Executive Assistant to the Chief Medical Officer and Vice President of Clinical Services/Area Coordinator/Medical Staff Coordinator - Walden Behavioral Care - Waltham, MA
(2009-07 - 2010-06)
Responsibilities included
- Composed correspondence for Executive Staff
- Liaison for the CMO with physicians and internal staff
- Scheduled and communicated appointments for the CMO and VP of Clinical Services
- Screened phone calls and route at appropriate times
- Maintained physician on-call schedules/DOC schedules and coordinate vacation time
- Coordinated monthly Medical Staff meetings, record and transcribe minutes and maintain minute records that meet Joint Commission standards
- Maintained Policy and Procedure manual for the Medical Staff
- Booked meeting rooms and order luncheons for Medical Staff
- Ordered and maintained office supplies/equipment and medical supplies
- Oversaw 2 unit secretaries
- Ran monthly reports regarding Incidents within the hospital (Falls, Medication, Self-Injuries, and Other)
- Managed relationships with outside vendors for furniture, linen, medical and office supplies
- Managed environmental issues, staff needs for IT and phone issues with follow-up and resolution
- Conducted Monthly Environmental Tours of the facility to identify deficiencies, hazards and unsafe practices according to Joint Commission standards
- Responsible for incoming/outgoing mail and mail distribution
- Responsible for hospital petty cash and reconciliation on a monthly basis
- Responsible for submitting payroll to the Business Office in a correct and timely manner
Executive Assistant to the CEO / Credentialing Coordinator - Westwood Lodge Hospital - Westwood, MA
(2008-07 - 2009-07)
Responsibilities included
- Composed correspondence for Executive Staff
- Liaison for the CEO with physicians and internal staff
- Scheduled and communicated appointments for the CEO
- Created banners and flyers to post throughout hospital for upcoming events using Publisher
- Assisted CEO with Employee of the Month
- Created and maintained Employee of the Month board
- Created and maintained a Service Excellence board
- Recorded and transcribed minutes for Department Manager meetings
- Maintained Policy and Procedure manuals
- Ran monthly reports for CEO
- Ordered and maintained office supplies
- Coordinated monthly medical staff meetings, recorded and transcribed minutes and maintained minute records to meet Joint Commission standards
- Worked with Arbour Health System Medical Staff Coordinator in credentialing physicians and allied health professionals for Westwood Lodge Hospital and Lowell Treatment Center
- Maintained credentialing files in accordance with Joint Commission standards
- Created and maintained a database of credentialed physicians for monitoring of expiration dates
Executive Assistant to the Medical Director and the Chief of Outpatient Services - Butler Hospital - Providence, RI
(2000-02 - 2008-05)
Responsibilities included
- Maintained schedules for both physicians including scheduling patient time and meetings/conferences in Outlook and hard copy calendars
- Scheduled appointments and maintained patient information in IDX
- Collected copayments and handled cash box for patient change
- Travel arrangements and reimbursements
- Screened phone calls and routed at appropriate times
- Created PowerPoint presentations
- Grant preparation including editing in a timely manner
- Utilized EndNote to create and maintain references for papers and chapters written by physicians
- Screened patients to be possible subjects and research projects
- Created and maintained all records of research patients
- Created and maintained a friendly office atmosphere for patients and their families
