Medical Staff Office Coordinator

Summary The Medical Affairs Office Coordinator maintains and improves medical staff functions related to credentialing and re-credentialing. This position manages the scheduling of meetings and maintains meeting minutes, and the administrative policy manual. Assists the Vice President of Medical Affairs in the development and management of other medical staff functions and activities, including quality assessment and performance improvement, compliance with regulatory and accrediting agency standards, bylaws review and revision, and other duties as directed. Facilitates effective communication within the medical staff departments/services and between the medical staff and other areas of the medical center. Interacts with senior leaders, Medical Staff, Leadership, external credentialing, and regulatory agencies. Provides support to the CEO, VP of IMG, VP of Patient Care Services and others as requested. Essential Duties and Responsibilities

Supports and promotes the mission and values of Covenant Health Ministry.

Facilitates, attends, and takes minutes for Medical Staff Committee meetings monthly. Maintains committee membership, terms, and attendance rosters for each committee. Tracks medical staff issues to ensure they are addressed timely.

Prepares and distributes meeting materials.

Coordinates communications of Vice President, Medical Affairs/Quality to System Medical Staff Directors and departments.

Screens incoming calls and visitors for the Vice President, Medical Affairs/Quality, Director of Performance Improvement, and for other Medical Affairs/Quality Department personnel as needed.

Coordinates the schedule for the Vice President, Medical Affairs, and other Medical Affairs/Quality leadership team members and Senior Leaders as needed.

Codes, tracks, and processes locum invoices.

Coordinates conference room scheduling for various personnel throughout the system.

Responsible for opening and the distribution of incoming mail and other materials addressed to the Vice President, Medical Affairs/Quality, Director of Performance Improvement, and other Medical Affairs/Quality personnel on a timely basis.

Acts independently and makes decisions within established parameters on behalf of the Vice President, Medical Affairs/Quality, and Director of Performance Improvement as necessary.

Maintains supplies/inventory for the Medical Affairs/Quality Departments by preparing weekly store orders and purchase requisitions as needed.

Serves as the Travel Coordinator for the Medical Affairs/Quality departments working with the travel agency to make all travel arrangements.

Responsible for the organization, preparation, and distribution of monthly ED unassigned call schedule.

Coordinates annual events for the Medical Staff.

Assists the Vice President, Medical Affairs/Quality in the development, evaluation, improvement, and maintenance of the medical staff bylaws and the Health System’s policy and procedures manuals.

Assists the Vice President, Medical Affairs with provider complaints.

Responsible for recording in the appropriate database and forwarding to appropriate leadership for follow-up and resolution.

Access privileged and confidential information concerning Medical Staff providers.

Performs other related duties as may be requested or assigned.

Assists with the completion of several annual surveys - DNV.

Works collaboratively within a cross-functional team of credentialing and enrollment professionals to provide full-service solutions to providers.

Facilitates initial appointment and reappointment credentialing for clinical providers including but not limited to physicians and various mid-level providers

Gathers compiles, analyzes, and evaluates provider-specific information based on the requirements of each healthcare facility with strict attention to accreditation standards.

Critically analyzes data to create informed recommendations for credentialing, reappointment, and privileging proceedings in conjunction with Medical Directors.

Conducts, participates in, and maintains the development and enforcement of medical staff bylaws, rules and regulations, and policies that govern the activities of the medical staff

Maintains all practitioner files to ensure compliance with DNV standards.

Works collaboratively with Quality Departments to establish and maintain workflows for privileging, OPPE/FPPE reporting, and other practitioner-based requirements.

Reviews provider information for accuracy and completeness and follow-ups with providers to obtain missing information.

Participates in process improvement activities.

Maintains good working relationships and open communication channels with internal and external customers including providers, specialty practices, leadership, healthcare facilities, and state and federal agencies.

Organizes and prioritizes workload and facilitates multiple projects within assigned deadlines.

Maintains personal adherence to professional and confidentiality standards established within the department and per legal, ethical, and internal policies.

Performs other credentialing, privileging, and licensing duties as assigned, including payor enrollment, and off-boarding.

Attends meetings as assigned and participates in educational activities to keep skills up to date.

Always demonstrates professionalism.

Displays cooperative behavior and interacts positively and effectively with others to promote a team environment.

Performs other duties necessary to maintain the overall efficiency and continuity of the department.

Maintains all required competencies and completes annual compliance courses on time.

The schedule will be somewhat fluid to account for meetings held outside of standard office hours.

Other duties as consistent with this role.

Job Requirements

Job Knowledge and Skills

Excellent organizational skills.

Proficient in Microsoft Office.

Strong verbal, written, and presentation skills.

Strong interpersonal skills.

Education and Experience

High School diploma or GED required. Degree preferred.

1 – 3 years’ experience working with physicians/medical staffing office preferred.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements