Legal Department Administrative Coordinator

Under limited supervision, performs various compliance, transactional, insurance, claims, risk management and office management activities for the Legal, Compliance, and Risk Management departments. This includes contract management, contract drafting, coordinating responses to legal compliance investigations, overseeing incident and complaint management, coordination of discovery with outside trial counsel, and maintaining relevant database and files. In addition, employee provides executive administrative support to the Senior Vice President and General Counsel and other attorneys in the department.

Education

Bachelor’s degree or Paralegal certification/degree preferred

Experience

3 years of experience with legal administrative processes

Skills

• Knowledge of medical and legal terminology
• Skill in data analysis for investigation of incidents and complaints
• Ability to compose routine correspondence and analytical memoranda on own initiative
• Ability to manage insurance, claims, risk management, litigation and discovery processes
• Ability to manage and draft contracts
• Ability to work independently, use discretion for confidential matters and critical thinking in decision-making

Licensures, Certifications

• Notary appointment preferred

Principal Duties and Responsibilities

- Claims and Insurance Management

- Professional Liability/Malpractice Claims

• Create department claim file (paper and electronic versions).

• Paralegal duties such as collecting information for interrogatory responses and document production, including inpatient/outpatient medical records, radiology studies, billing statements, electronic audit trails, EMR data such as audit trails, as requested in the discovery process.
• Updating loss run for attorneys (including updated financial figures, case status and description).
• Scheduling interviews with current and former employees and GBMC attorneys.
• Manage claim files for appropriate documentation at the end of a case, including settlement agreements, executed releases, W-9 and check writing instructions from appropriate parties (plaintiff’s attorneys and defendant’s attorneys).
• Track and forward all legal invoices to Accounts Payable.
• Request settlement checks.
• Maintain filing system for cases for billing statements, invoices, attorney correspondences, witness emails and accurate contact information.

- General Liability Claims:

• Work with the party responsible to investigate events (falls, visitor issues, lost or damaged property).
• Collect evidence, pictures, security footage and incident reports to assess claim.
• Communicate case facts, including patient complaints and/or clinical concerns with department managers and/or responsible party.
• Request checks for property loss working with department manager.
• Coordinate with patient’s representative and/or billing manager to evaluate and resolve small claims and third-party complaints.

- Claims History Reports & Insurance Verification:

• Work with GBMC’s Medical Staff Office to add newly hired medical staff to GBMC’s professional liability insurance carrier (Ruxton Insurance Company Ltd.).
• Respond to outside healthcare facilities in the credentialing process of a current or former GBMC clinician.
• Provide claims history reports and insurance verification (certificates of insurance) applicable to provider’s employment history and current standing with GBMC.
• Review for accuracy each certificate of insurance for correct effective dates, termination dates, appropriate insurance policy limits, and correct provider name and location.
• Maintain licensing for GBMC and Gilchrist’s Maryland Unemployment Insurance Bonds, processed and approved through the Maryland Department of Labor, Licensing and Regulation (DLLR).
• Prepare and collect documents housewide for annual insurance renewal for GBMC HealthCare, Inc., to support the annual renewal of insurance policies (Professional Liability, General Liability, Property, Casualty, Auto/Fleet, Theft, Kidnap and Ransom, D&O and Cyber Liability lines).
• Prepare and collect data for annual applications for each insurance line detailing accurate finances, clinical data and clinical research statistics.

- Policy Management Process:

• Manage Administrative and Executive level policies and procedures compliant with TJC healthcare standards using software.
• Participate in Policy Committee meetings for updates and new regulations.
• Advise departments regarding formatting and policy layout.
• Update policy database with policy changes.
• Notify appropriate personnel when department policies are approaching the review date (every 3 years).
• Track policies by name, department, review date and responsible party.

- Executive Assistant/Administrative Responsibilities:

• Provide administrative assistance to transactional, risk management, and compliance attorneys, including answering phones, keeping calendars, scheduling meetings and preparing correspondence on behalf of legal counsel.
• Prepare for attorney review reports to be filed with the National Practitioner Data Bank when claims are settled involving healthcare practitioners.
• Prepare drafts of annual Bordereau reports for Reinsurance Underwriters, based on claim activity and claim status.
• Take and prepare meeting minutes for board level committees, interdepartmental meetings, etc.
• Prepares spreadsheets, agendas, memos for Board Committee presentations and meetings.
• Update redlined documents, modify templates and contracts under the guidance of the General Counsel. Support other directors in the organization who need help in formatting and finalizing contract documents, as directed by General Counsel.
• Accept service of and deliver work related subpoenas to employees at GBMC.
• Forwards subpoenas for patient medical records, billing statements, and other legal documents to the appropriate departments.

- Miscellaneous Training & Intern/Externship Responsibilities:

• Work with Employee Health and Human Resources to onboard legal students, paralegals or other legal intern/extern candidates.
• Provide training to managers in use of electronic contract database.

- Contracts:

• Maintain and update internal contract tracker for the tracking of internal contract review process between attorneys, clients and outside counsel.
• Creating electronic contract file and paper file with email negotiations, comments to be reviewed, and the draft agreement.
• Maintain and upload to web-based contract management system, finalized physician and non-physician contracts and supporting documentation.
• Review of final contract and check to ensure appropriate documents accompany agreement for support purposes (fair market value data and business justification).
• Send final contract to Compliance, Managed Care and hiring department.
• Train new managers in use of the web-based contract management software, secure passwords, user access rights and accessibility.
• Maintain certificates of insurance for outside vendors as required under GBMC contracts.

Physical Requirements

• Normal office environment with little exposure to excessive noise, dust, temperature, and the like

Pay Range

$30.06 - $49.29

Final salary offer will be based on the candidate's qualifications, education, experience and alignment with our organizational needs.

Equal Employment Opportunity

GBMC HealthCare and its affiliates are Equal Opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, mental or physical disability, genetic information, veteran status, or any other status protected by federal, state, or local law.