Office Manager II- ED/HM

WVU Medicine; Weirton, Northern (WV, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

WVU Medicine Weirton Medical Center is seeking an on-site Administrative Coordinator to support department leadership and providers. The role requires strong clerical skills, calendar management, and experience in a medical office setting.

Responsibilities include handling communications, coordinating meetings, processing invoices, and maintaining EMR queries, with travel to clinical sites as needed.

Qualifications

• High school diploma or equivalent.
• Two years of administrative or healthcare administrative experience.

Responsibilities

• Answers telephones, screens calls, and takes messages.
• Maintains calendar and coordinates meetings.
• Manages mail, supplies, and office equipment.
• Performs general clerical duties and data entry.
• Coordinates attendance tracking and prepares reports.

Skills

Administrative experience

Healthcare administrative

Education

Associates Degree

Tools

EMR systems

Job description

MINIMUM QUALIFICATIONS:

• 1. High school diploma or equivalent.
• 1. Two (2) years of administrative or healthcare administrative experience

PREFERRED QUALIFICATIONS:

• 1. Associates Degree.
• 1. Two (2) years of administrative experience in a medical office setting.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• 1. Performs general clerical duties:
• 1. Answers telephones, screen calls, takes detailed messages and provides information as needed.
• 2. Sorts and distributes mail
• 3. Maintains up-to-date phone log for staff
• 4. Monitors and maintains/orders office supplies/equipment as needed
• 5. Prepares work orders for repairs
• 6. Coordinates meetings and organizes catering in person and/or via Microsoft Teams
• 7. Arranges catering needs for special occasions
• 8. Arranges, attends, and takes minutes at monthly committee and faculty meetings and distributes; tracks attendance & reports back to administration
• 9. Maintains Medical Director’s calendars
• 10. Completes monthly department credit card reconciliation
• 11. Completes all WorkDay invoice coding in a timely manner
• 12. Utilizes EMR to respond to internal/external queries
• 13. Assists in maintaining department employee records
• 2. Acts as point person for the department providers/leadership
• 1. Conducts new provider orientation/onboarding, assisting provider with all WVU Medicine policies and procedures
• 2. Ensures new providers are EMR trained prior to start
• 3. Ensures providers complete mandatory tasks (i.e. CBLs, flu shot documentation, OSHA survey, etc.)
• 4. Maintains a good rapport with physicians and APPs to ensure Office Manager is known as the point person for questions/concerns
• 5. As designated delegate, works directly with providers to complete any travel and/or purchase reimbursements in WorkDay; also registers providers for conferences and/or makes travel arrangements (hotel/flight/etc.) using department credit card on behalf of the provider
• 6. Updates all CME purchase details/balances
• 7. Manages QGenda schedule for Medical Director and maintains Physician and APP schedule updates/swaps; distributes when needed
• 8. Completes biweekly SMG/UHA payroll for APPs/Physicians; management of PTO
• 9. Completes monthly Independent Contractor Timesheets/Invoices
• 10. Collects and files monthly Medical Director timesheets (reports out when needed)
• 11. Completes all provider extra duty hours for the Administrator
• 12. Calculates and forwards Acute Resource Group monthly hours to administration
• 13. Provides leave of absence assistance working with Absence Manager & WVUM LOA Team
• 14. Acts as key contact for outside Locum vendors to schedule Locums Providers, as needed, verifies timesheets, processes invoices
• 15. Ensures WC1 forms are completed and submitted in a timely manner
• 16. Assigns patients to Hospitalist providers (Daily assignment)
• 17. Assists providers with death certificate completion
• 18. Assists Medical Director in annual evaluation completion
• 19. Conducts research to develop outcomes for special projects
• 20. Completes grievance reporting and letters
• 21. Creates presentations and reports for Medical Director
• 3. Assists/assembles information for reports
• 1. Maintains all EMR metric reports
• 2. Assembles daily, weekly, monthly, and yearly patient census reports
• 3. Completes weekly dashboards
• 4. Assembles EMR chart deficiency reports, assists HIM with chart deficiency compliance, works with providers to complete charts in a timely manner
• 5. Maintains patient transfer reports
• 6. Coordinates with Hospitalist Medical Director to record and report excess duty volume incentive data to Administration
• 7. Manages monthly time study and sends to CFO
• 4. Performs as on-site department key contact
• 1. Works closely with Provider Relations Specialists, Health Partners Network (provider enrollment), and provider recruitment with credentialing, reappointments, and onboarding
• 2. Works closely with Provider Relations Specialists to track provider certifications (ATLS, ACLS, PALS, BLS, etc.) and organizes arrangements for certification training
• 3. Works closely with Case Management for denial letters
• 4. Assists Stroke Coordinator/Trauma Manager as needed

PHYSICAL REQUIREMENTS:

• 1. Manual dexterity in order to operate office equipment.
• 2. Ability to drive to different sites

WORKING ENVIRONMENT:

• 1. Travel to clinical sites is required from time to time.

Scheduled Weekly Hours: 40 Shift: Exempt/Non-Exempt: United States of America (Exempt)

Company: WMCH Weirton Medical Center

Cost Center: 7159

SMG Emergency Department

WMCP Address: 601 Colliers Way Weirton West Virginia

Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and largest private employer, providing care to communities across West Virginia, Maryland, Ohio, and Pennsylvania. The integrated academic health system includes 25 hospitals and five institutes, with more than 3,500 licensed beds, 4,000 clinicians, 39,000 employees, and $8.5 billion in annual operating revenues. Anchoring the system in Morgantown, West Virginia, are WVU Hospitals, an 880-bed academic medical center, and the 150-bed WVU Medicine Golisano Children’s Hospital. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.