Office Coordinator / Critical Care MH

Office Coordinator / Critical Care MH

Work where every moment matters. Every day, over 40,000 Hartford HealthCare colleagues come to work with one thing in common: pride in what they do, knowing every moment matters here. We invite you to become part of Connecticut's most comprehensive healthcare network as a Critical Care Coordinator. The Critical Care Coordinator is responsible for providing operational, scheduling, and administrative support for the Pulmonary & Critical Care inpatient team across the Greater Manchester Region. This role serves as a central point of coordination for physicians and advanced practice providers (APPs), ensuring seamless inpatient coverage, credentialing compliance, provider onboarding, scheduling accuracy, and communication between hospital operations, medical staff services, and leadership teams. The coordinator plays a key role in maintaining continuity of inpatient coverage, supporting provider workflows, and assisting with critical care operational initiatives across multiple hospital sites.

Key Responsibilities

• Provider Scheduling & Coverage Coordination
• Develop, maintain, and distribute monthly inpatient call schedules for physicians and APPs
• Coordinate ICU, inpatient consult, weekend, holiday, and backup call schedules
• Manage schedule changes, PTO requests, coverage swaps, and emergency coverage needs
• Ensure equitable distribution of call responsibilities based on approved staffing models
• Communicate finalized schedules to providers, hospital leadership, and operational teams
• Maintain up-to-date provider contact lists and coverage calendars
• Credentialing & Medical Staff Coordination
• Partner closely with the Central Verification Office (CVO) and Medical Staff Offices
• Track credentialing, recredentialing, privileging, and licensure requirements
• Monitor expirable including: medical licenses, DEA registrations, board certifications, ACLS/BLS certifications, hospital privileges, collaborative agreements
• Assist with onboarding new physicians and APPs across inpatient locations
• Ensure providers maintain active privileges for all assigned facilities
• Inpatient Operations Support
• Serve as a liaison between inpatient providers, hospital leadership, nursing teams, and practice operations
• Coordinate onboarding schedules, orientation, and training for new providers
• Support daily operational workflows for ICU and inpatient consult services
• Assist leadership with inpatient staffing models and coverage planning
• Monitor provider staffing gaps and escalate concerns proactively
• Coordinate coverage during provider leave, vacations, and unexpected absences
• Administrative & Team Coordination
• Organize and support provider meetings, leadership meetings, and operational huddles
• Prepare agendas, meeting materials, and follow-up action items
• Maintain departmental tracking tools, schedules, and operational spreadsheets
• Assist with onboarding checklists, provider access requests, and badge requests
• Coordinate EPIC access requests and workflow training support
• Support recruitment interview scheduling and candidate coordination
• Data Tracking & Reporting
• Maintain accurate provider schedule databases and coverage reports
• Assist leadership with tracking: provider coverage utilization, ICU coverage models, PTO trends, staffing gaps, call schedule compliance
• Support operational reporting and special projects as assigned
• Additional Responsibilities
• Assist with communication regarding workflow updates, operational changes, and coverage plans
• Support quality improvement initiatives related to inpatient operations
• Coordinate with finance and leadership regarding locums coverage and temporary staffing
• Maintain confidentiality of provider and operational information
• Support service line growth initiatives and operational standardization efforts

Qualifications

Minimum 23 years of healthcare administrative or coordinator experience preferred. Experience with provider scheduling, credentialing, or hospital operations strongly preferred. Knowledge of medical staff processes and hospital workflows preferred. Experience with EPIC and Microsoft Office Suite preferred.

Skills & Competencies

• Strong organizational and multitasking skills
• Ability to manage complex scheduling needs
• Excellent communication and interpersonal skills
• Ability to work independently and prioritize competing demands
• Strong attention to detail and problem-solving abilities
• Ability to maintain professionalism in fast-paced healthcare environments
• Collaborative team-oriented mindset

Work Environment

This position supports inpatient Pulmonary & Critical Care operations across the Greater Manchester Region and may require occasional travel between hospital sites for operational support and meetings.