Secretary & Assistant Job In Palm Springs, Florida
Provider Services Support SpecialistNext Steps... Apply Now
General Statement of Job
This position provides moderately complex to advanced administrative support for various functions of the assigned department(s). Employees in this position generally perform duties as primary support for a department head or other professional personnel and function with considerable independence in conducting and completing assigned tasks. Position provides department-specific information to the public, other Health Care District personnel, and outside agencies/organizations.
Specific Duties and Responsibilities
Provides primary support to the Provides Services Management and staff.
Responsible for coordinating meetings, including scheduling and preparing meeting materials. Adheres to strict deadlines in gathering data from specified parties and compiles information in a timely and efficient manner.
Prepares subcommittee meeting agendas, packets and minutes in a timely manner.
Assures quorum for Credentialing Subcommittee meetings.
Attends and provides support for subcommittee meetings.
Prepares and submits committee and board meeting agendas in a timely manner.
Prepares and communicates correspondence to providers regarding the outcome of their initial credentialing or recredentialing review.
Creates and maintains provider credentialing and contracting files.
Receives and updates credentialing documents in the Credentialing Database to ensure credentialing files are maintained in compliance.
Maintains integrity and confidentiality of computer records, applications and credentialing information.
Supports the credentialing staff with the preparation of files and documentation for timely presentation and review by the Medical Director and Credentialing Subcommittee.
Coordinates the dissemination of provider information to facilitate peer reviews and other departmental committees.
Participates in Plan audits by outside regulators including but not limited to AHCA, DOH, CMS, AAAHC, or designated agency.
Assist with departmental projects as needed. This includes preparing materials and providing assistance for projects, data look ups, collating documents, running of reports, etc.
Receives price quotes from outside organizations.
Researches and acquires vendor proposals for supplies and materials and supply inventory; processes ordering of such.
Reviews various forms, records, charts, budgets, and applications as applicable to assigned department to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.
Develops and maintains educational/provider training materials in collaboration with Provider Services team and internal department resources.
Demonstrates proficiency in Microsoft Office products with emphasis on Excel, Word and Visio
Creates and maintains templates, spreadsheets and workflows/diagrams
Assists in the preparation of Provider Directories, Network Files and Reports as required by governing agencies and committees.
Responds to both written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities in a timely manner.
Prepares flow charts, organizational charts, work tables, letters, records, reports, and related documentation; makes copies of such where applicable; and distributes to appropriate entities.
Produces provider newsletter for the plan.
Maintains, updates, and manages department filing system to include retrieving files, records, reports, and charts as directed.
Acts as liaison between the department, other departments and outside agencies, gathering and relaying information as needed.
Assists other employees by relaying instructions, coordinating efficient work flow, and requesting information as needed.
Processes, sorts, and distributes incoming and outgoing mail when applicable to assigned department.
Distributes updates concerning department policy and procedural manuals, directories, mailing lists, department lists, handbooks, and files as applicable to assigned department.
Coordinates and maintains department calendar concerning professional staff schedules, travel, meetings, appointments, deadlines, and project/program schedules.
Performs other projects as assigned.
Emergency duty may be required of the incumbent that includes working in Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, man-made or natural.
This job description reflects the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a complete description of all the work requirements and expectations that may be inherent in the position. The omission of specific statements of duties does not exclude them from the position. Management of the Health Care District of Palm Beach County reserves the right to assign duties not listed herein as necessary to accomplish the goals of the organization.
High School Diploma or G.E.D. required; Associate’s Degree in Secretarial Sciences or Business strongly preferred.
Three (3) years to five (5) years previous administrative support experience required, preferably in a Healthcare setting. The ability to perform moderately complex administrative support functions. Proficiency with in Microsoft office products and transcription required. Must be well organized and have excellent customer service skills.
Valid Florida Driver’s License required.
Knowledge of Microsoft applications required.
The Health Care District is an Equal Employment Opportunity Employer and maintains a Drug Free Workplace. Veterans preferred. Qualified individuals with disabilities who require an accommodation to participate in the application process or candidates with other questions should contact Human Resources.
Dedicated to the Health of the Community The Health Care District of Palm Beach County is an integrated public health system established in 1988 as a special taxing district that is an equal opportunity employer of approximately 1,000 employees. The Health Care District's mission is to ensure access to a comprehensive health care system and the delivery of quality services for the residents of Palm Beach County. The Health Care District provides challenging and fulfilling employment opportunities through its health coverage programs for uninsured residents, a nationally recognized Trauma System, adult and pediatric services at the four C. L. Brumback Primary Care Clinics, a School Health program which staffs registered nurses in nearly 170 public schools, a pharmacy operation, a long-term skilled nursing and rehabilitation center, and its acute care hospital, Lakeside Medical Center, in rural western Palm Beach County.