Technical Assistant - Medical Staff Services

Billings Clinic; Billings (MT); On-site; USD 35,000 - 44,000; Full time

Job summary

Billings Clinic is seeking a Technical Assistant in Medical Staff Services to provide essential administrative support to the Director and clinical coordinators. The role includes maintaining department records, coordinating travel, and handling confidential documents with care.

Ideal candidates will have at least one year of relevant experience, strong customer service skills, and the ability to manage calendars, prepare presentations, and assist with policy updates.

Qualifications

• High School or GED required.
• 1 year of progressive experience coordinating activities and data maintenance in a health care setting.
• Customer service skills including interaction with staff, leadership, physicians, and external vendors.
• Must complete the Level I competency assessment prior to promotion, or have six months of equivalent external experience.
• Ability to analyze inquiries and determine appropriate action with supervision.

Responsibilities

• Maintains department databases, primary records, manuals, and reference materials; designs and produces documents and reports.
• Provides administrative and secretarial support to Directors, Managers, Clinical Coordinators and staff; manages calendars, meetings, and minutes.
• Coordinates travel arrangements; researches costs and processes expense forms and pre-payments.
• Handles internal/external communications, scheduling, and documentation to ensure timely responses.
• Maintains compliance with policies, procedures, and confidentiality requirements.

Skills

Customer service

Data entry

Administrative support

Record management

Travel arrangements

Communication

Education

High School or GED

Tools

Microsoft Office

Job description

Technical Assistant - Medical Staff Services

You’ll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.

And you’ll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine!

You can make a difference here.

About Us

Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the Employee Benefits Guide .

Magnet: Commitment to Nursing Excellence

Billings Clinic is proud to be recognized for nursing excellence as a Magnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!

Pre-Employment Requirements

All new employees must complete several pre-employment requirements prior to starting. Click here to learn more!

Technical Assistant - Medical Staff Services

MEDICAL STAFF SERVICES (BILLINGS CLINIC HOSPITAL)

req12553

Shift: Day

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours every two weeks (Non-Exempt)

Starting Wage DOE:$17.00 - $21.25

The Technical Assistant is responsible for providing administrative and secretarial support for the Director, Managers, Clinical Coordinators and staff of one or more departments. including record and manual maintenance, establishing essential presentations and databases, extensive travel arrangements and first line interactions regarding internal/external customer concerns. Collect, review, and organize sensitive documents such as state licenses, certifications, track expiration dates, input new data, and ensure records are kept strictly confidential.

Essential Job Functions

• Maintains department(s) databases, primary records, manuals, and reference materials. Duties include system maintenance and data integrity for multiple system applications which may reside on more than one information system. Designs and produces correspondence, memorandums, documents, forms, newsletters, reports, metrics, and data graphs for projects and programs based on needs identified by the staff and leadership for the department(s) and/or organization.
• Provides administrative and secretarial support to Directors, Managers, Clinical Coordinators and their staff for one or more departments including receiving and assisting visitors/callers, file and record management, telephones, meeting preparation and minutes, etc. Coordinates functions for identified department staff including physicians if applicable. Duties may include but are not limited to:
  Coordinating and maintaining appointment calendars.
  Arranging meetings and preparing agendas, meeting notices and presentation materials.
  Attend and transcribe meeting minutes.
  May monitor allocation of expenses to appropriate cost centers.
  Obtaining special services as needed.
  Appropriate supply maintenance.
  Site, material, and equipment preparation for events, meetings, educational offerings and presentations.
  May assist in collating and scheduling department evaluations for Director and Managers.
  Responsible for arrangement, typing, distribution and maintenance/revision of Billings Clinic policies and procedures. Coordinates with management staff to revise policies and procedures (department-specific and hospital-wide).
• Coordinate with and assist Directors, Managers, Clinical Coordinators and their staff with travel arrangements including but not limited to:
  Research costs and assist with initial paperwork for request for travel.
  Complete Billings Clinic Business Travel/Education Expense form, including estimated expenses.
  Work with outside vendors to arrange approved travel expenses (i.e. hotel, airline reservations, registration).
  Obtain necessary signatures for approval; submit expense forms to accounting to request pre-payment of approved hotel, airline, and registration expenses.
  Complete “Actual Expenses” portion of the Billings Clinic Business Travel/Education Expense form. Submit airline ticket stubs, detail of hotel charges, and receipts for reimbursable expenses to Accounting and other entities if applicable.
• Performs other duties as assigned or as needed to meet the needs of the department/organization including but not limited to:
  Communicates appropriately with internal/external customers to identify concerns and issues, identifies routing to appropriate resources, and follows up to ensure all matters requiring attention are addressed promptly and efficiently.
  May assist with work across departmental lines as needed to meet organizational needs.
  Acts as a resource to Billings Clinic Leadership and Supervisory staff.
  Identifies needs and sets goals for own growth and development; meets all mandatory system/departmental requirements.
  Maintains competency in all organizational, departmental and outside agency requirements relevant to job performance.
  May represent department in delegated committees and meetings.
• Monitor monthly reports of expiring credentials, including state medical licenses, DEA certificates, board certifications, and malpractice insurance.
• Keep lifesaving certificates updated according to delineation of privileges and hospital policy.
• Reimburse licenses, CME and other approved expenses per hospital policy.
• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Minimum Qualifications

Education

• High School or GED

Experience

• 1 year of progressive experience in coordinating activities and information/data maintenance preferably in a health care field. Prior experience must also have included interactive responsibilities with staff and public.
• Customer service skills including the ability to interact effectively with employees, leadership, physicians, and external vendors.
• Must successfully complete the Level I competency assessment prior to promotion. Supervisor will observe and sign off on competencies; OR six months of equivalent external experience and demonstration of proficiency equivalent to the Level I competency requirements.
• Ability to analyze basic customer/staff inquiries and determine appropriate action in conjunction with the Supervisor.
• Utilizes Service Recovery when appropriate.
• Ability to incorporate specific needs and appropriate communication into assigned area of service.
• Interpersonal skills which enable incumbent to appropriately respond to a variety of non-complex inquiries and requests.
• Ability to deal with difficult situations in a mature and professional manner.

Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered. Employees that require a licensed or certification must be properly licensed/certified and the licensure/certification must be in good standing.

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus

Billings Clinic is committed tobeing an inclusive and welcoming employer, that strives to be kind, safe, andcourageous in all we do. As an equal opportunity employer, our policies andprocesses are designed to achieve fair and equitable treatment of all employeesand job applicants. All employees and job applicants will be provided the sametreatment in all aspects of the employment relationship, regardless of race,color, religion, sex, gender identity, sexual orientation, pregnancy, maritalstatus, national origin, age, genetic information, military status, and/ordisability. To ensure we provide an accessible candidate experience forprospective employees, please let us know if you need any accommodations duringthe recruitment process.

Human Resources is located on the corner of North 29th and8th Avenue North. Enter through the main entrance to the building and go to the lower level. Human Resources is located at the bottom of the main entrance staircase to the right.