Medical Office Specialist Senior, Fam & Comm Med-Pro Services

SUMMARY

We are currently seeking a Medical Office Specialist Senior to join our Fam & Comm Med-Pro Services team. This full-time role will primarily work on-site at the Whitter Clinic (days).

Purpose of this position: Provides mid-level administrative support to the medical staff and providers in a medical staff department or specific divisions within a medical staff department.

RESPONSIBILITIES

• Enters medical staff schedules on the Enterprise/Amion system (incl. ward attending, consult attending, clinic activities, on-call duties, vacation and academic time)

• Maintains electronic calendars for medical staff in the Outlook system and adds Enterprise duties as needed

• Coordinates and enters online clinic schedules for medical staff, residents/fellows, and medical students with the University of Minnesota

• Prepares meeting materials and procures conferences rooms for departmental meetings and medical consult lectures. Takes and prepares meeting minutes and operates audiovisual and conference call equipment as needed

• Maintains and assists with updating curricula vitae and practice agreements for assigned medical staff on an ongoing basis

• Assists assigned medical staff with preparing and processing business expense forms, purchase request forms, conference registrations and travel expense forms

• Distributes medical staff leave of absence forms following departmental guidelines. May enter data in a tracking document

• Assists with the preparation of a wide variety of materials for medical staff including correspondence, manuscripts, grant applications, and presentation material

• Answers office telephone calls, takes and relays accurate messages and triages calls to the appropriate telephone number as needed

• Maintains job-specific related filing systems, including administrative and medical staff files

• May assist with scheduling and tracking of special procedures or appointments for patients under the direct supervision of a medical staff member or practice manager

• May procure office supplies and office furniture, lab coats, etc. by using HCMC standard electronic system

• Will cross-train and cover other medical staff office positions as assigned

• Performs other duties as assigned, but only when trained to do so

QUALIFICATIONS

Minimum Qualifications:

• High School diploma or equivalent

• Three years of office clerical experience

• OR-

• An approved equivalent combination of education and experience

Preferred Qualifications:

• 2 years post-secondary education

• Experience in a medical or academic office setting

Knowledge/ Skills/ Abilities:

• Excellent clerical skills, including organization and time management

• Ability to work independently with minimum guidance

• Ability to communicate in a professional, clear, succinct and tactful manner both verbally and in writing

• Knowledge of personal computer system and various software, or possess an aptitude to learn such programs, including the paging system, scheduling program, MS Office Suite, Outlook, the HCMC intranet, the internet, and EPIC (electronic medical record)