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Cherokee Indian Hospital Authority is an Equal Opportunity Employer (Minorities/Females/Disabled/Veterans).  To read more about this, view the EEO is the Law poster and this EEO is the Law Poster Supplement

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Nursing/Medical Administrative Assistant
Job Code:2020-05-004
Department:Executive & Administration
FT/PT Status:Regular Full Time
Salary Minimum14.79
Salary Midpoint17.37
  
Position Closes:
3/16/20

Job Responsibilities & Qualifications:
Primary Function:
To serve as an assistant to the Medical & Nursing Division Executive Directors. Under administrative review, is responsible for initiating and coordinating the clerical, secretarial functions required in effective implementation of administrative policies academic or administrative unit.
Coordinates the credentialing process. Maintains the related information on the computer, provides support to the Medical and Nursing Staff.
Must possess a valid state driver’s license.

Job Description:
May be necessary to work when Administrative Leave is granted if patient care would be compromised.
Serves as confidential administrative assistant and office manager to the Clinical Director and the Director of Nursing.
Coordinates travel for Medical & Nursing Directors, medical providers (including dentists) and Clinical and Nursing Department Managers and nursing staff. 
Performs typing and transcription duties as required.
Arranges, participates in, and implements, as directed, conferences and committee meetings.
Coordinates the activities of and provides semiprofessional service to committees. 
Serves as recording secretary to Medical Staff meetings, Nurse Manager meetings and Governing Board Quality Committee meetings.
Coordinates student housing.
Serves as timekeeper for Medical Staff and Nursing Administration.
Serves as Credentialing Specialist to ensure Joint Commission compliance.
- Initial Application: Responds to the request from the Clinical Director to ensure Joint Commission compliance and/or other accrediting programs (CAP), handles disposition of packets; reviews applications received for completeness, requesting additional information as needed, enters data into applicable computerized systems, verifies licensure, board certification, education/training, obtains references from all previous hospital affiliations and two peers, verifying the application for completeness before sending to Governing Board for approval, obtaining all appropriate signatures.
- Reappointment applications: Systematically sending reappointment packets each month, following up on those not returned in a timely manner, reviewing applications received for completeness, requesting additional information as needed, verifies licensure, board certification, obtain references from all current hospital affiliations and two peers, verifying the application for completeness before sending to the Governing Board for approval, obtaining all appropriate signatures
- Reappointment applications: Systematically sending reappointment packets each month, following up on those not returned in a timely manner, reviewing applications received for completeness, requesting additional information as needed, verifies licensure, board certification, obtain references from all current hospital affiliations and two peers, verifying the application for completeness before sending to the Governing Board for approval, obtaining the appropriate signatures.
Responds to requests from the Nursing or Clinical Director for application completeness for all disciplines requiring certification or licensure. Requests additional information as needed. Verify licensure certification education/training. 
Maintains the credentialing files by requesting current licensure, liability information, and CME credits. 
Maintains all other disciplines files by verifying current licensure and CME credits.
Maintains the credentialing computer system (PRIVplus) through data entry, performance of back-ups.
Maintains agendas, minutes and attendance; secretarial support, research data, and send physician reminders.
Reports physician change of status to NC Medical Board.
Assists Department Heads, Information Technology, and the Clinical Support Center in the development and maintenance of the in-house training program. Assists with development of sign-in systems, documentation for continuing medical education credits, and processing of paper work for CEU credits for all staff. Coordinates MAHEC videoconferencing and IHS Clinical Support Center presentations involving continuing education.  
Performs administrative support for other Executives Directors as needed.
Performs related duties as assigned.

Job Knowledge:
Incumbent is responsible for facility compliance with Joint Commission standards as related to Medical Staff accreditation. Must have thorough understanding and participate in the review process by the Joint Commission Standards for the Accreditation of Hospitals with regards to medical staff credentialing. Possess ability to carry-out these complex standards in independent manner as they require constant attention to detail. Must have ability to work with all staff and contract physicians to ensure that standards are met. 
Must have knowledge of the policies, procedures, and operational guidelines of the CIHA. Must have knowledge of general office procedures. Must have knowledge of CIHA personnel policies. Demonstrates dependability, maturity, and judgment in performance of duties. Knowledge of modern secretarial and general office principles, practices, techniques, and Federal and State reporting requirements. Ability to use word-processing software on desk-top professional computers (e.g. Microsoft Word, Excel, Outlook, and Access), operate printers, copier, and fax machines as well as other office equipment as required.
Must have knowledge of the purchasing procedures and know how to use GEMS and Healthcare Insights for departmental budget management. 
For time keeping purposes must have knowledge of Attendance Enterprise. 
Ability to understand and execute complex oral or written instructions and to apply extensive and obscure guidelines to a wide variety of work situations.
Ability to establish and maintain effective working relationships with other employees, public and private officials, contractors, and the general public.
Must have the ability to accurately deal with difficult dictation.
Must have the ability to write correspondence, compile data, analyze data and make concise, accurate reports and recommendations. Must have the ability to organize work, deal effectively with the public, communicate effectively both verbally and in writing, follow instructions and work as a member of a group or independently. Knowledge of Cherokee culture and tribal operations is required.
Ability to take directions and carry out orders effectively with minimal or no supervision.
Must be able to adapt in stressful situations when dealing with disgruntled patients.

Education/Experience
An Associate Degree in Business or Health related field is preferred or the equivalent combination of education, related experience and training will be considered in lieu of formal education. Business/Secretarial and computer classes are required to provide skills essential to perform job duties with three years work experience. Position will require 1 year to be proficient in most phases of the job.