Medical Staff Administration Committee Coordinator

Committee Coordinator

Under the direction of the Medical Staff Governance and Committee Coordination Manager, the Committee Coordinator is responsible for developing and overseeing processes related to the operation of the Medical Staff/Performance Improvement Committees, Medical Staff Governance including Rules and Regulations, Medical Staff Elections, Committee Appointments and regulatory compliance, as identified in the Medical Staff Bylaws, Rules and Regulations and the Performance Improvement Plan, and as assigned by Management. Processes are to be in accordance with accreditation, regulatory and licensing requirements and with consideration of state-of-the-art approaches in the field of operations management. The individual must demonstrate initiative, independent decision making, resourcefulness and problem-solving skills in applying a detailed knowledge of the responsibilities, functions and underlying management structure of the Department and of the larger Health System in organizing and prioritizing work, establishing procedures and systems and ensuring the orderly and timely flow of business. Liaison between Medical Staff Officers and Medical Staff Office, as it relates to Medical Staff/Performance Improvement Committees, peer review, quality improvement efforts, and Medical Staff Governance.

Principal Responsibilities:

• Agenda Preparation - Independently creates agendas within established timeframes by utilizing the Committee's Fiscal Year Goal and Reporting Schedule, previously deferred agenda items and requests for additional agenda items. Manages the process by which new agenda items received are approved by the Committee Chair. Prepares final agenda packet in conjunction with Committee Chair.
• Meeting Package Assembly and Distribution - Assembles and posts complete meeting packages within established posting guidelines to appropriate SharePoint site. Independently obtains missing information before each meeting and updates the packet as needed. Notifies Committee Chairs of updates made to the packet. Appropriately files complete packet on server.
• Meeting Minutes Preparation - Summarizes discussion from each committee meeting minutes during each committee meeting. Accountable for accurately and succinctly recording discussions, conclusions and recommendations to substantiate actions taken. Uses proper medical terminology. Sends meeting minutes to Committee Chair for review and approval within five business days after meeting date. Incorporates Chair's edits within 24 hours of receipt. Obtains Chair's signature on approved minutes; files approved minutes on server.
• Committee Communication - Independently communicates committee proceedings to appropriate parties within established timeframes, including but not limited to meeting notices, and report reminders. Contacts individual committee members and guest presenters as necessary.
• Action Item Follow Up - Utilizing judgement and experience, follows up on all action items, by independently contacting individuals, obtaining documentation, and preparation/presentation of reports. Coordinates performance improvement and case review reports with Performance Improvement and Patient Safety.
• Correspondence/Reports - Produces complex correspondence, reports, and other documents with minimal direction. Captures narrative and statistical memoranda and reports from rough draft or verbal instruction. Creates reports by utilizing spreadsheet, statistical programs, and presentation applications. Uses expert knowledge of grammar and editing. Reviews data for errors and makes corrections in cooperation with the data/report originator.
• Meeting Set-up Schedules meeting rooms and arranges for audio-visual equipment as required. Ensures that room is appropriate for meeting size and that set-up is correct and complete. Arranges for catering in advance and based on prior experience, ensures that quantities are appropriate for attendance.
• Meeting Management and Confidentiality - Maintains and protects the confidential records of proceedings which may be required in subsequent internal investigations and/or external legal disputes. Obtains a confidentiality statement from committee guests. Ensures distribution of documentation is limited to authorized individuals.
• Documentation of Attendance - Follows department process to track committee membership and attendance. Generates attendance reports as requested.
• Accreditation/Regulation - At the direction of management, researches, gathers, sorts, compiles and organizes information from the files, from other departments and offices, from outside agencies, etc., for special reports and information requests.
• Medical Staff Governance - May be responsible for Department, Division and Committee governance which shall include elections, committee appointments, and other tasks as requested by the Manager/Director. Should have a working knowledge of the Medical Staff and Department Rules & Regulations.
• Credentials Duties - May facilitate Credentialing Committees, Department PICs and Medical Executive Committee meetings and their approval items.
• Other Duties Maintains Committee SharePoint sites per protocol. Performs clerical and other duties as needed. Participates in Departmental activities that improve processes, and efficiency, and reduce waste.
• Reflect the mission, vision, and values of CSMC: Open-minded with a keen curiosity to learn and to continually improve. Accountable to always do the right thing with honesty and superb judgment.

Qualifications:

Education:

• High School Diploma/GED, Two years of college with courses in medical terminology and business software applications (i.e., MS Word, Excel, PowerPoint.) (Minimum)
• Assoc. Degree/College Diploma, Comparable level of education, training and experience considered. (Preferred)

Work Experience:

• Two years healthcare experience in a medical staff services or quality improvement position, demonstrating ability to work independently or with minimal supervision; ability to identify problems and resourcefulness to resolve them independently and on own initiative.
• Advanced minute-taking experience required.
• Extensive experience in Microsoft Word, Excel and Outlook.
• Experience demonstrating the ability to handle multiple tasks frequently with short timelines, to prioritize and organize work, and to complete assignments in a timely, accurate manner on one's own accord.
• Comparable level of education, training and experience considered.

Skills, Knowledge and Abilities:

• Time Management - Ability to handle multiple demands and/or manage complex and competing priorities; Demonstrates leadership ability to establish intradepartmental administrative systems and achieve orderly, accurate and timely work flow.
• Communication - Ability to convey and/or receive written/verbal information to/from various audiences in different formats; Ability to interact effectively with Medical Staff Leadership, Senior Executive Management, Directors, Managers, Physicians, internal staff and representatives of public agencies and businesses.
• Technical - Ability to apply knowledge of information software and/or hardware to provide solutions and/or support; Ability to create workbook spreadsheets, establishing data bases to produce recurring reports, special reports as needed, and to provide the systems to keep permanent departmental records and files.
• Extensive experience in Excel spreadsheet programs and presentation applications (i.e. Microsoft Excel and PowerPoint).
• Extensive experience in Microsoft Word. Ability to wordprocess at a minimum of 60 WPM. Ability to edit material and ensure correct punctuation, spelling and grammar.
• Demonstrates ability to compose letters, policy statements, procedure manuals and reports on own initiative; ability to organize complex statistical and narrative reports, charts and exhibits into a complete document suitable for publication and distribution.
• Analytical - Ability to apply critical thinking to analyze and interpret information and/or data; Ability to perform simple mathematical calculations.
• Ability to work independently under pressure and use independent judgment.
• Regulatory - Ability to interpret and apply knowledge of State, Federal and Agency standards to comply with regulations; Knowledge and understanding of the regulatory and administrative policies and procedures that apply to the work of meeting management including TJC, federal, state and local standards as well as parliamentary procedure (Robert's Rules of Order.)
• Time Management - Ability to handle multiple demands and/or manage complex and competing priorities; Experience demonstrating the ability to handle multiple tasks frequently with short timelines, to prioritize and organize work, and to complete assignments in a timely, accurate manner.