Coordinator Medical Staff Svc

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• Essential Job Accountabilities:

  Job Summary:

  The Coordinator Medical Staff Services provides high level administrative support for the Medical Staff Services Department and promotes and enhances excellent communication and positive working relationships between facility Administration and the Medical Staff. This position entails support with delegated administrative duties to the Medical Staff Office, Medical Staff Officers, Department Chairpersons, and Clinical Service Chiefs. This position requires independent judgment, critical thinking, and the ability to meet stringent deadlines in a fast-paced environment. The Coordinator Medical Staff Services is essential in resolving varied problems in compliance with established policies, rules and regulations, bylaws, The Joint Commission, National Council on Quality Assurance, CMS, and other regulatory compliance. This position also requires the ability to follow/compose medical staff correspondence and reports in a proficient and timely manner, and can interpret, apply, and facilitate implementation of the medical staff bylaws and supporting documents, rules and regulations, and policies and procedures.

  Essential Duties and Responsibilities:
  • Greets visitors in a professional, courteous Serves to create a welcoming atmosphere for physicians and staff. Answers telephone and redirects calls as indicated. Assists Visitors and transmits messages to the appropriate personnel. Answers inquiries, often of a complex nature, from physicians, administrators, public, and other hospital employees.
  • Maintains knowledge base in the principals of medical staff services support (Bylaws /policies) of the organized medical staff and with all relevant software used in the department.
  • Prepares the Emergency Room on-call contracts (based on approval of new providers monthly as applicable), schedule, and timely request payments to accounting (ER call payments to be completed on or before the second Friday monthly).
  • Troubleshoots all inquiries and feedback from Providers regarding ER on-call pay. Maintain accurate Emergency Room on-call schedules for all departments in the organization within Update the schedules in a timely manner and provide AMION training to new users. Implement a process to obtain ER call rosters mid-month to facilitate timely collection and preparation for the future month.
  • Maintain AMION based on new providers and resignations, and updates to MDSTAFF with “on-call” field to facilitate reporting.
  • Leads projects as assigned in an independent manner, with communication to MSS Leaders.
  • Maintains accurate and current demographic data for all members of the Medical Staff and AHP Staff.
  • Support as needed medical staff database/systems, identifying practitioners, their status, clinical privileges, up to date information on items with expiration dates. Effectively communicates with the staff, changes to the database in a timely Assist as needed with obtaining certifications and certificate of insurance as directed. Enters accurate and up-to-date data for each applicant into the database and responds to verification requests as applicable.
  • In collaboration with the Medical Staff Services Leadership evaluates, develops, and adapts the business processes and communication plans of the Medical Staff Services to meet the needs of providers, CMO, MEC, and Medical Staff President.
  • Optimizes physician onboarding program by scheduling EPIC training and badge request per protocol (reach out to new appointment monthly) Provides administrative and clerical support by performing numerous administrative and clerical tasks, independently and as directed, such as including email and written correspondence, ensures information is up to date throughout the organization, calendars, opening mail, preparing deposits, preparing check requests for leadership stipends and other payments, ordering supplies.
  • Works collaboratively with physicians to improve “on the job” administrative duties as applicable. Assist with updating the Physician wellness tracker bi-weekly with consistent communication and follow-up with MSS Leaders.
  • Embed a culture of safety by ensuring and cultivating open and safe confidential communication between physicians and Medical Staff Services Leaders.
  • Assist with the development and implementation of a physician leadership program to engage and support professional growth.
  • System development and implementation of tactics for Women's Physician Society to engage and empower women physicians across the healthcare system, including assisting and attending monthly WPS meeting with agenda, minutes, and activities.
  • Assist in development and facilitation of the Annual Physician Wellness Retreat.
  • Assist in the increase of physician participation in the GLINT survey and assist the medical staff services action plans to help increase MD engagement scores.
  • Coordinates monthly, quarterly, and annual medical staff meetings by preparing and sending notices, posting information to the physician portals, sending out calendar invites and meeting reminders, catering requests, arranging for audio/visual needs and other related duties to ensure successful meetings.
  • Networks and assists with the coordination of physician orientation of each new member of the medical staff and AHP staff and maintains updated orientation manual.
  • Responsible for assisting Medical Staff Services leadership with departmental budget tracking (recording monthly invoices), including leading organization of event budgets.
  • Assist with completing bank deposits (as applicable), check requests for Medical Staff Services and administrative approvals for financial needs. Track application fees and annual medical staff dues. Update the MDSTAFF database with documentation of fees paid.
  • Completes other duties as assigned to meet the goals and objectives of the department or organization or as assigned by the Medical Staff Services Leadership.
  Education, Experience, Qualifications:
  • Minimum of bachelor's degree in healthcare or related field with 2 years' experience in administrative support in an acute care hospital setting and/or experience in a medical staff services department with credentialing experience OR High School/GED with 8 years' experience in administrative support in an acute care hospital setting and/or experience in a medical staff services department with credentialing experience required.
  • Excellent organizational skills. Excellent attention to detail. Able to maintain a high level of confidentiality and be diplomatic in approach.
  • Flexible approach, adapting in a fast-paced environment. Knowledge of medical terminology.
  • Ability to prioritize several competing tasks, complete deadlines, and customer focused.
  • Complies with established policies, rules and regulations, bylaws, NCQA and TJC standards, and CMS.
  • Possess excellent human relations and oral/written communication skills.
  • NAMSS CPCS certification preferred.

Location: NCH Healthcare System · Medical Staff Schedule: Full-Time, Day, 8:00am - 5:00pm