Executive Assistant to the ACMO & CNO

Nantucket Cottage Hospital - Nantucket, MA

Full-time

Nantucket, MA

Hospitals

About the position

The Executive Assistant to the ACMO and CNO at Nantucket Cottage Hospital plays a crucial role in managing the administrative functions of the Medical Staff Office and Nursing Staff Office. This position is responsible for initiating and overseeing the credentialing process for all Medical Staff and Allied Health Professionals, ensuring that all relevant information is submitted to the Central Credentialing Office (CCO) for accurate credentialing and privileging of providers. The Executive Assistant will also manage the onboarding and offboarding processes for physicians, including HR orientation and Epic training, while facilitating communication with key facilitators at the hospital. This role requires collaboration with various departments to ensure compliance with regulatory agencies and hospital policies, as well as maintaining up-to-date records of credentialed providers and their licenses. In addition to the credentialing responsibilities, the Executive Assistant will support the Nursing Staff Office by coordinating programs such as the DAISY Award and Pet Therapy, managing timekeeping, and assisting with travel arrangements for nursing leaders. The position also involves preparing schedules, agendas, and minutes for meetings, ensuring timely distribution of materials, and maintaining communication with clinical and office staff. The Executive Assistant will provide sensitive and confidential administrative support to the ACMO and CNO, managing their schedules, coordinating meetings, and assisting with travel arrangements as needed. This role requires a high level of organization, attention to detail, and the ability to handle confidential information with professionalism and tact.

Responsibilities

• Initiates the Credentialing process for all Medical Staff and Allied Health Professionals and follows up with the Central Credentialing Office (CCO).
• Oversees the administrative component of provider credentialing, onboarding, offboarding, and orientation.
• Orients medical staff to the credentialing process and information needed to meet requirements and policies.
• Collaborates with Payer Enrollment specialists to ensure timely paperwork is submitted for enrollment.
• Supports physician onboarding and off-boarding processes including HR Orientation and Epic training.
• Facilitates documentation of completion of requirements for physicians and allied health professionals.
• Conducts provider outreach to facilitate compliance with mandatory trainings and vaccine verification.
• Monitors the central credentialing portal for timely reappointments.
• Ensures providers' licenses are up to date.
• Maintains a current list of credentialed providers with their credentialing details.
• Responds to medical staff verification requests.
• Manages on-call schedule for various medical specialties to ensure daily coverage.
• Collaborates with the Housing Manager for on-call physician arrangements.
• Submits provider compensation and reimbursement requests, including expenses reporting.
• Submits and manages purchase orders and e-checks.
• Reviews CRICO monthly expenses with CCO.
• Interacts with agencies or candidates to schedule interviews and organize visits for medical staff candidates.
• Prepares schedules, agendas, and takes minutes for meetings.
• Requests and delivers providers' business cards as required.
• Tracks policies to be approved by the Medical Staff executive committee.
• Works on the providers' deficiency report monthly.
• Ensures distribution of appropriate meeting materials to the Medical Staff.
• Assists in the management of the medical staff support function as assigned.
• Supports and schedules the Pet Therapy program and visits for the Nursing Staff Office.
• Coordinates the DAISY Award Program and event, including advertising and collecting nominations.
• Manages UKG timekeeping for nursing staff.
• Submits and manages purchase orders and expenses reporting for Nursing Leaders and CNO.
• Assists with travel arrangements for CNO and Nurse Managers.
• Acts as a supply hub for nursing departments, ordering and delivering supplies as required.
• Coordinates dissemination of information to clinical and office staff.
• Maintains Nursing Leaders' time off requests and vacation calendar.
• Submits position request forms from Nurse Managers to HR when approved by the CNO.
• Prepares reports or records for meetings as required.
• Plans for conferences, lectures, and meetings, ensuring materials and equipment are available.
• Answers department telephones, providing routine information and taking messages.
• Creates letters, memos, reports, and statistical data for ACMO/CNO.
• Schedules meetings and coordinates agendas for ACMO and CNO.
• Schedules Teams and Zoom meetings as requested.
• Maintains schedule and calendar for the CNO and ACMO.
• Provides sensitive and confidential administrative support to CNO and ACMO.

Requirements

• Knowledge and understanding of medical terminology.
• Ability to communicate effectively, both orally and in writing with all levels of the organization.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Ability to work independently and with a team.
• Ability to demonstrate adequate technical skills and judgment to function unsupervised during on-call, second shift, and weekend hours.
• Strong analytical and problem-solving skills.
• Ability to use independent judgment and to manage and impart confidential information.
• High school diploma or equivalent required.
• 2 years' experience in an assistant capacity or related position.

Nice-to-haves

• Knowledge of medical staff affairs operational processes.
• Knowledge of medical credentialing and privileging procedures and standards.
• Knowledge of related accreditation and certification requirements.
• Working knowledge of clinical and/or hospital operations and procedures.
• Knowledge of clinical privilege criteria development.
• Knowledge of medical staff policies, regulations, and bylaws and the legal environment within which they operate.
• Knowledge of project management principles, practices, techniques, and tools.
• Database management skills including query and report generation.
• Ability to make administrative/procedural decisions and judgments.
• Advanced proficiency with Microsoft Office Suite.
• Associate or bachelor's degree preferred.