Medical Staff Coordinator

Job Summary and Responsibilities As our Medical Staff Coordinator, you'll provide vital administrative support to the Medical Staff Office, managing efficient credentialing, privileging, and re-credentialing processes, thereby maintaining compliance and supporting quality care. Every day you will manage credentialing cycles (applications, verification, files) and support Medical Staff Committees (materials, minutes, communication). You'll ensure regulatory compliance, maintain the medical staff database, and serve as a resource. To succeed, you need meticulous attention to detail, strong organization, deep understanding of credentialing, excellent communication, and a commitment to confidentiality and compliance. Clerical Support for Medical Staff Provides clerical support services to include typing, transcribing, filing and maintenance of computerized information in the database for Medical Staff Services, occasionally taking minutes at department or committee meetings and other special projects as assigned. Maintains confidentiality of all records and issues handled in Medical Staff Services and Administration. Accountable to support essential steps in the processing of physician matters to include preparing, sending and logging information related to credentialing or any other Medical Staff tasks or activities as required (committee meetings, events, etc.). Performs as a Notary for the Medical Staff as needed. Responds to questions and concerns from physicians and allied health practitioners about office tasks and activities and other issues as may come up from time to time. Supports the Administrative Office as necessary and as requested by Administration and agreed to by the Manager of the Medical Staff Office. Initial Processing of Physicians and Allied Health Practitioners (Advance Practice Providers and Practitioners with Privileges) Upon receipt of an application, establishes a credential file. Information documented on the application is verified and collected from primary sources, in addition to NPDB, OIG, AMA, Medical Boards and previous employers. Ensures adequacy and quality of information and timely completion as outlined in the Medical Staff Bylaws, Policies, and Procedures. Reviews pre-applications of the Physician or Allied Health Practitioners and conducts primary source verification on all required components (license, background checks, etc.). Investigates any questions or areas based on the primary source verification information. Based on approval from the Manager of Medical Staff Services, sends a full application to the Physician or Allied Health Practitioner and upon return, reviews for omissions, areas needing clarification or potential red flags. Completes primary source verification on all remaining components, requests references and verification from educational institutions and investigates any questions based on information on the documents. Completes the full processing of the file in a timely manner in accordance with Medical Staff Bylaws. Prepares the file for final review, evaluation and sign off by identified physician and hospital leaders as well as the appropriate Medical Staff Committees. Prepares appropriate reports and practitioner summaries as necessary to assure that all of the physician leaders and committees have accurate information about practitioners and all files are approved as required by Bylaws. Gathers and assures that all proctoring reports and focused professional practice evaluation accountabilities are completed in a timely manner, reflect acceptable performance results and are filed in the credentials file of the Allied Health Practitioner. Performs all of the initial processing tasks and activities as necessary based on direction from physician leaders and/or Medical Staff Office leaders. Enters all data and information as appropriate in the Medical Staff database. Renewal Processing of Physicians and Allied Health Practitioners (Advance Practice Providers and Practitioners with Privileges) Within the time frames outlined in policy, sends a reappointment application for renewal of clinical privileges to Physicians or Allied Health Practitioners whose initial or ongoing membership or privileges are due to expire. Reviews the reappointment application for membership and/or renewal of privileges and conducts primary source verification on all required components (license, background checks, etc.). Investigates any questions or areas based on the primary source verification information. Prepares the file for final review, evaluation and sign off by identified physician and hospital leaders as well as the Medical Staff Committees accountable for the credentialing and privileging process. Gathers and assures that all ongoing professional practice evaluation and performance evaluation reports are completed in a timely manner, reflect acceptable performance results and are filed in the credentials file of the Allied Health Practitioner. Assumes accountability for the primary source verification of all expirables for all Physicians and Allied Health Practitioners in all areas including licensure, DEA, insurance and other required areas. Performs all of the ongoing and reappointment and renewal of privileges processing tasks and activities as necessary based on direction from physician leaders and/or Medical Staff Office leaders. Enters all data and information as appropriate in the Medical Staff database. Contracted Services Oversight Accountabilities When new contract services are provided within the Central Coast, educates the leaders of the contract staff on the minimum human resource and employee health requirements to work in one of the hospitals or other Dignity Health facilities associated with the hospitals. Assures that all of the above requirements are met for HR and Employee Health and authorizes the creation of a Dignity Health badge to begin work in the associated organization. Assures that all contract staff meet the minimum orientation, education and training requirements at the time they begin work at one of the Dignity Health facilities and throughout their association as a contract service. On an annual basis, conducts an on-site visit to the contract service assuring that the staff performing services within the Dignity Health facility continue to meet the minimum HR and Employee Health requirements. Provides a report to both the contract service and to the Quality and Medical Staff Director when there are opportunities for improvement that need to be addressed. On an annual basis sends the attestation statement to the contract service requesting information on key quality metrics as well as other required elements to assure compliance with regulatory and accreditation requirements. Manage the Activities of the Medical Staff Committees assigned accountability for credentialing and privileging of Physicians and Allied Health Practitioners. Create the agenda, materials and necessary documents to support the Interdisciplinary Practice Committee and Credentials Committee. Finalize minutes for the Interdisciplinary Practice Committee and Credentials Committee and assures that all necessary documents, motions or other information is sent to appropriate committees. Create and maintain the final forms for the processing of membership and privileges for Physicians and Allied Health Care Practitioners. Enter and maintain accurate and timely data in the Medical Staff database. Manages the scheduling, arrangements, agenda, materials and minutes for assigned Medical Staff Meetings (Department, Service, Committee) Creates and maintains a calendar of all Medical Staff meetings and communicates the schedule throughout the year with alerts prior to each meeting. Based on input from both physician and administrative leaders, creates an agenda with supporting materials for each meeting based on priorities identified by leaders and follow-up from previous meetings. Posts the agenda and materials as appropriate on shared drives. Assures that all arrangements for the meetings are completed and verified prior to the meeting including audio visual, nutrition services, hand outs and other activities designed to support an effective and efficient meeting. Takes minutes for these meetings in collaboration with the physician and administrative leaders of these meetings to assure that minutes reflect topics identified, discussions, conclusions and recommendations. All motions approved are clearly spelled out in the minutes. All follow-up items are recorded and communicated to other committees, leaders or brought back to the meeting with further evidence or action implementation. Follows up on all action items to assure completion and loop closer back to the original committee and records all of the follow‑up as appropriate in the minutes. Job Requirements Required: None, upon hire. Preferred: Certified Provider Credentialing Specialist by the National Association of Medical Staff Services, upon hire. Where You'll Work Founded in 1940, Dignity Health - Marian Regional Medical Center is a 191-bed, acute care, nonprofit hospital located in Santa Maria, California. Serving over 250,000 patients annually, the hospital offers a full complement of services including Level II Trauma Center, Level III NICU, cancer care, orthopedics, and stroke care. Additionally, Marian Regional Medical Center has been recognized as an LGBTQ+ Healthcare Equality High Performer by the Human Rights Campaign Foundation. It is a Joint Commission‑certified Primary Stroke Center, and the only healthcare facility on the Central Coast to offer ECMO. One Community. One Mission. One California. #J-18808-Ljbffr