Provider Administrative Support Rep

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.

Hybrid / Remote work schedule for this position will be considered.

This job is responsible for providing moderately complex administrative support for site-based medical directors and associated healthcare providers located in multiple facilities. Work also includes coordinating assigned projects and preparing/maintaining a wide range of materials/documentation in support of VMFH Inpatient Team objectives.

The position requires considerable knowledge of department organization, policies and practices in making routine administrative decisions and in the approach to take to handle non-routine situations. Work involves the development of moderately complex PC databases, spreadsheets, presentation or graphic materials.

Responsibilities include:

Monitors inpatient team provider coverage and hospital staffing needs to prepare provider schedules and coordinate shifts in QGenda; provides general administrative support, within scope of position, for activities such as:

• Provider daily staffing.
• Reviews daily provider staffing assignments and collaborates with Medical Site lead to assign patients and assure staffing is appropriately distributed; supports system initiatives such as: length of stay reduction within scope of position.
• Reviews daily provider staffing to assure hospitals are adequately staffed based on accounting of daily patient census.
• Provider payroll/FITSICK.
• Verifies worked shifts and audits payroll in VMFH payroll systems.
• Provider recruitment, orientation and onboarding.
• Participates in recruitment scheduling and coordination.
• Participates in onsite provider recruitment activities (i.e. tour of facilities).
• Partners with Medical Director/Administrative Director to onboard new providers.
• Provider charges and queries.
• Collaborates with billing department to assure all provider charges are complete and submitted for processing.
• Audits and reconciles provider charges (in collaboration with Administrative Director).
• Provider licensure maintenance and reappointment.
• Maintains current licensure for all providers at assigned hospital locations.
• CME/Concur submissions.
• Serves as delegate for providers to submit expense reimbursement requests in Concur.

Prepares and maintains a variety of variety of department materials such as charts, matrices, reports, records, schedules, templates, models and other documents of similar complexity.

• Gathers data and prepares quality-related metrics (site-specific, shift counts, provider incentives and dashboards, etc.) for the assigned site; reviews/researches/validates data to identify/correct inaccuracies,
• Maintains effective tracking systems for internal activities (e.g. provider attendance, daily productivity, etc) and for utilizing metrics, indices and other assessment methodologies (i.e. quality dashboard and metrics) to quantify results achieved; may evaluate findings to validate the continued viability of current practices/processes and to facilitate responsiveness to inpatient team initiatives and competitive challenges.

Three years of progressively responsible related office or secretarial work experience that demonstrates attainment of the requisite job knowledge skills/abilities.

Preferred:

Experience in a healthcare environment is preferred.

Proficient in Google sheets or Excel.
Working knowledge of creating and maintaining spreadsheets.
Working knowledge of creating charts/graphs.
Ability to work independently.
Ability to multitask and change priorities based on leadership direction.

Knowledge of Qgenda scheduling platform and EPIC EMR a plus.