POSITION SUMMARY:

Coordinates the onboarding activities for new members of the Medical Staff, as well as the activities of the Medical Staff Office, and the activities of the ECHN Credentialing Program, in compliance with state and federal regulations and Joint Commission standards. Provides executive administrative support to various medical staff departments, services, committees, medical staff meetings, medical staff leaders, and the Senior Vice President for Medical Affairs/Chief Medical Officer.

EDUCATION/CERTIFICATION:

High School diploma or GED equivalent required; associate degree preferred. Prefer certification by the National Association Medical Staff Services as either a Certified Provider Credentials Specialist (CPCS) or Certification in Professional Medical Services Management (CPMSM).  If not certified in CPCS upon hire, must obtain certification within one year after eligibility. 

EXPERIENCE:

Three years of experience working with physicians and other leaders on a hospital medical staff or quality improvement department preferred. Experience in taking meeting minutes.  One year of hospital credentialing experience preferred.

COMPETENCIES:

Strong professional communication skills (written, non-verbal, verbal) required, including excellent customer service skills, always ensuring applicants to the medical staff, as well as current medical staff members are treated as high priority customers. Knowledge of State and Federal regulations, Joint Commission Standards preferred.  Related to medical staff and credentialing Computer/software: Microsoft office applications, MSO credentialing database preferred. Consistently demonstrate ECHN’s Core Values:  Teamwork, Respect and Communication through a commitment to Caring. Self-directed and self-motivational skills with strong attention to detail. Mature attitude and judgment; responsible; professional demeanor and appearance, patient and flexible. Ability to manage multiple priorities from initiation to completion. Ability to analyze, interpret and draw inferences from research findings and present recommendations to the medical staff leaders for credentialing and privileging issues. The duties of this position include professional level contact with physicians, health system executives, directors, managers, and attorneys. Must be proficient in the use of Windows based Microsoft office software applications.   Medical Terminology. Flexible schedule required to attend events/meetings in the early morning or in the evening to accommodate physician schedules.  Must have access to reliable transportation to travel between multiple work sites; and travel is required in order to perform essential duties.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Disclaimer: Job descriptions are not intended, nor should they be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with the job.  They are intended to be accurate reflections of the principal duties and responsibilities of this position.  These responsibilities and competencies listed below may change from time to time.

Job-Specific Competency

Functions as the initial medical staff office contact for all new physicians and allied health professionals joining the medical staff. Coordinates all aspects of the onboarding process and ensures as seamless a process as possible for medical staff applicants. Connects with all of the departments necessary to complete the entire onboarding process in lieu of the applicant contacting the departments themselves. Collaborates with medical staff leaders and coordinates the business functions and activities of the Medical Staff departments, services and committees.  Independently prepares meeting agendas and reviews with appropriate medical staff leader.  Attends and participates at meetings, records minutes, drafts letters, and completes all follow-up correspondence.  Handles confidential and sensitive medical staff information appropriately. Prepares communications to the Medical Staff and Allied Health Professional Staff related to mandatory education and/or requirements and monitors compliance including but not limited to HRO Training, Safety Absolute Education and Flu Vaccination Program.  Notifies President of the Medical Staff and the Sr VPMA when non-compliance occurs and prepares suspension notices.  Communicates suspensions to the appropriate hospital departments and individuals.         Assists with the on-call schedules for Medical Staff Departments and Services as needed.  Ensures that all call schedules are available to the Emergency Departments.  Become proficient in software on-call solution and train appropriate individuals to create on-call schedules.  Develops and maintains new physician orientation manuals and medical staff leadership orientation manuals.     Monitors Meditech Provider Dictionary non-staff providers for office of inspector general (OIG) sanctions.  Reports actions taken against non-staff providers to the appropriate individuals in accordance with policy.  Researches and conducts primary source verification of non-staff providers’ licensure, OIG sanctions and provider numbers.  Accurately enters data into the Meditech Provider Dictionary. Supports department related functions, general office procedures and phone coverage.   Responsible for office maintenance including monitoring and ordering of supplies, troubleshooting and requesting repairs for office equipment, etc. Creates reports in credentialing database as needed. Creates flowcharts, diagrams, timelines, PowerPoint presentations, and Excel spreadsheets as needed. Supports department related functions, general office procedures and phone coverage.   Responsible for office maintenance including monitoring and ordering of supplies, troubleshooting and requesting repairs for office equipment, etc. Assists in the credentialing process with various credentialing duties as assigned. Assists with monitoring monthly expiration of medical and allied health professional staff state licenses, federal and state drug control registrations, professional liability insurance and board certifications.  Assist with collecting renewed licenses, registrations, insurance and certification documents in accordance with policy and updates database. Maintains accurate physician and allied health professional information in credentialing database, hospital database, physician referral and CHIME databases. Creates reports using the credentialing database as requested. Participates in Joint Commission accreditation, CMS and Connecticut State licensure inspection surveys.  Responds to inquiries from other health care institutions, managed care organizations and ECHN departments regarding medical and allied health professional staff.  Attends education seminars related to credentialing to maintain knowledge and compliance with standards and regulations. Earns continuing educational credits to maintain certification.  Networks with other credential professionals within CT and outside of CT. Schedules meetings for the Sr. Vice President for Medical Affairs/Chief Medical Officer, and medical staff leaders. Prepares letters and memos and sends communications to the medical staff via e-mail, mail, or other available means.