Medical Administration Coordinator & Assistant

Come work as a Medical Administration Coordinator & Assistant with Vancouver Coastal Health (VCH)!

Vancouver Coastal Health (VCH) is looking for a Medical Administration Coordinator & Assistant to join the Medical Affairs team. Apply today to join our team!

Reporting to the Senior Medical Director, the Medical Administration Coordinator & Assistant provides direct administrative assistance to the Chair of Area Medical Advisory Committee (AMAC) and the President of Medical Staff, and supports the Credentials Committee and members of AMAC for the designated Community of Care (CoC) as required. He/she coordinates physician recruitment, the medical credentialing process, annual reappointment and collection of dues, and assists with investigating and responses to physician complaints. Maintains all staff and locum physician records including electronic database, produces a variety of documents that are well researched, accurate, and timely; and coordinates and attends meetings. Primary working relationships are with the Senior Medical Director, Medical Department Heads, Credentials Committee, AMAC members, staff and locum physicians, Client Relations and Risk Management, Physician Relations and Compensation, Ministry of Health, Administrative Assistants, and other CoC Medical Administration/departments of Medical Affairs in other health authorities.

As a Medical Administration Coordinator & Assistant with Vancouver Coastal Health you will

• Liaise with all members of the medical staff, various departments, internal and external contacts, Ministry of Health, and community organizations to obtain information and follow up on the status of outstanding issues and requests.
• Maintain all staff and locum physician records including electronic database and paper based files; and produces reports database information as requested.
• Coordinate the medical credentialing process including the annual reappointment process and the collection of dues by sending and compiling various documents, and liaising with various individuals, committees and boards through each stage of the credentialing and reappointment process. May orient and train others in these processes.
• Monitor assigned budgets such as Physician Education Funds and Medical Staff Funds by receiving reports, monitoring expenditures against budgets, conducting reviews to ensure compliance with terms, identifying and resolving discrepancies in accordance with established policies, and preparing financial summaries.
• Coordinate physician recruitment including assisting in drafting and advertising for vacancies, ensuring all application documentation is in order and properly filed, arranging for physician interviews and accommodations, distributing information to appropriate individuals, and providing orientation to department to ensure a smooth recruitment process.
• Assist with Physician/Medical Staff complaints by speaking with complainant regarding nature of complaint, gathering factual information and referring to Risk Management for their follow-up.
• Provide administrative assistance to the Senior Medical Director(s), and as required, may also support the Chair of Area Medical Advisory Committee (AMAC) and the President of Medical Staff, Credentials Committee and the members of the AMAC, which respects confidentiality and ensures that all administrative matters are organized and dealt with in a professional manner. Triages correspondence effectively, determines appropriate action, and follows up on a timely basis as appropriate.
• Produce a variety of documents such as reports, correspondence, presentation materials, spreadsheets, and memos that are well researched and analyzed, accurate, professional and appropriately formatted.
• Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, attending meetings to take minutes, transcribing, circulating and following up on issues arising from minutes, compilation of background information and supporting materials, and preparation of packages/summary documents to assist in decision making and meeting facilitation.

Education & Experience

• Must have advanced word processing, spreadsheet, database and presentation software skills and the ability to type a minimum of 60 w.p.m.
• Diploma in a related program plus three to five (3-5) years' recent, related experience in a complex health care environment with progressively more responsible secretarial and administrative positions supporting senior level management, or an equivalent combination of education, training and experience.

Knowledge & Abilities

• Liaises in a professional and courteous manner with senior leaders, managers/directors, staff and the external suppliers to gather and disseminate information.
• Exercises considerable judgment, tact and discretion in preparing, disclosing and handling information of a confidential and/or sensitive nature.
• Employs expertise in the use of computer software applications to create a variety of documents. Practices care and thoroughness when entering and maintaining systems information, calculating and summarizing data, and compiling reports.
• Utilizes strong investigative and analysis skills in order effectively administer program requirements. Applies excellent time management skills to prioritize and complete assignments in a manner that optimizes departmental effectiveness and contributes to organizational success.
• Communicates in a compelling, clear and understandable manner (both verbally and in writing) and uses strong persuasion abilities to represent needs of others.

As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Officer Order and the Health Sector Order), as of October 26, 2021, all employees working for Vancouver Coastal Health must be fully vaccinated for COVID-19. Proof of vaccination status will be required.

WHY JOIN VANCOUVER COASTAL HEALTH?

VCH is a world class innovator in medical care, research and teaching, delivering service to more than one million BC residents. At VCH, we embrace thinking boldly, taking smart risks, and 'going first' when we believe it will lead to the best possible outcomes for patients and their families. We invite you to join us in creating healthy lives in healthy communities by showcasing our passion for care, connection to the communities we serve and our culture of teamwork that makes VCH a great place to work.

• Comprehensive health benefits package, including MSP, extended health and dental and municipal pension plan
• Grow your career with employer-paid training and leadership development opportunities
• Wellness supports, including counselling, critical incident and innovative wellness services are available to employees and their immediate families
• Award-winning recognition programs to honour staff, medical staff and volunteers
• Access to exclusive discount offers and deals for VCH staff

Diversity, equity, and inclusion are essential to our goals of creating a great place to work and delivering exceptional care. We acknowledge and accommodate unique differences and ensure special measures are in place so that all prospective and current employees are given an opportunity to succeed.

We are committed to building a representative workforce and encourage applications reflecting diversity of sex, sexual orientation, gender identity or expression, racialization or ancestry, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

Vancouver Coastal Health is proud to be recognized as one of Canada's Top 100 Employers in 2023.

Only short-listed applicants will be contacted for this posting.

***Employees of VCH must apply online via the Internal Career Portal on CareerHub, you are currently viewing the External Career Portal. Refer to the https//my.vch.ca/working-here/job-postings site for instructions on how to view internal job postings and how to apply as an employee. Current VCH employees who apply to this posting using this external site will be considered as an external candidate. Seniority will not apply.***

Thank you for your interest in Vancouver Coastal Health.