Executive Assistant/Credentialing Specialist

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Training & development
• Vision insurance

Position Summary
The Executive Assistant & Credentialing Specialist serves as a strategic administrative and compliance partner to the Chief Executive Officer, Chief Medical Officer, Chief Financial Officer, Chief Operating Officer, and Board of Directors. This role is responsible for executive operations, governance support, and full oversight of provider credentialing and privileging processes in accordance with HRSA, Joint Commission (TJC), and Bee Busy Wellness Center’s Credentialing Policy.



 
This position protects organizational compliance, revenue integrity, and regulatory readiness by ensuring all licensed and certified healthcare practitioners are properly credentialed, privileged, enrolled, and monitored in accordance with federal, state, and Board-approved requirements.
The role requires high-level confidentiality, independent judgment, strong regulatory knowledge, and the ability to manage complex compliance timelines.



 
CORE FUNCTIONAL AREAS



 
I. Executive Administrative & Governance Support

• Provides direct administrative support to the CEO, CFO, CMO, COO and BODs.
• Coordinates Board of Directors meetings, including:

o Agenda preparation
o Board packet compilation
o Credentialing and privileging documentation for review
o Recording and distribution of minutes

• Maintains official Board credentialing and privileging records.
• Serves as executive liaison between staff and leadership.
• Drafts executive correspondence, policy updates, and strategic documents.
• Manages confidential personnel and governance files.
• Supports executive project management initiatives.
• Ensures timely preparation of regulatory documentation for HRSA operational site visits (OSVs) and audits.

 
II. Credentialing & Privileging Oversight
In alignment with Bee Busy Wellness Center’s Credentialing Policy 5.1 a-c BBWC Credentialing and Privileging, this position is responsible for coordinating and documenting:
 
Initial Credentialing

• Collection and tracking of credentialing applications (LIP & OLCP)
• Primary source verification of:

o Licensure
o Board certification
o Education and training
o Current competence

• Secondary source verification where appropriate
• NPDB query
• OIG exclusion checks
• SAM/GSA exclusion checks
• Criminal background verification
• DEA verification (if applicable)
• Malpractice insurance verification
• Fitness for Duty documentation

 
Re-Credentialing (Every 2 Years Minimum)

• Tracks expirables and renewal deadlines
• Ensures re-credentialing packets are submitted 90 days prior to expiration
• Coordinates supervisory evaluations for OLCP
• Prepares documentation for Board approval

 
Privileging

• Ensures privileging documentation aligns with site-specific services
• Tracks temporary privileges (up to 60 days per policy)
• Ensures written BODs and CEO authorization prior to patient care delivery

 
Expirables Monitoring

• Maintains real-time tracking system for:
  
  
  
   
  • Licenses
•  
  • DEA
•  
  • Board certifications
•  
  • Malpractice coverage
•  
  • Life support certifications
•  
• Notifies providers and supervisors 60–90 days prior to expiration
• Coordinates EMR access suspension if expirables lapse

Performance expectation: No provider delivers billable services without completed enrollment or documented exception.



 
III. Compliance & Risk Management

• Ensures adherence to HRSA, TJC, PCMH, and federal credentialing requirements.
• Maintains audit-ready credentialing files.
• Supports internal and external compliance reviews.
• Ensures adherence to HIPAA and confidentiality standards.
• Monitors delegated credentialing entities (CVOs) per policy.

 
IV. Human Resources & Onboarding Support

• Participates in onboarding activities.
• Coordinates orientation documentation for licensed practitioners.
• Ensures credentialing files are complete before start date.
• Maintains personnel documentation in accordance with regulatory requirements.

 
V. QUALIFICATIONS

• Associate’s or Bachelor’s Degree preferred.
• Minimum 3 years healthcare administrative experience.
• Minimum 2 years credentialing experience in a healthcare setting strongly preferred.
• Knowledge of HRSA, Joint Commission, and FQHC requirements preferred.
• Strong knowledge of primary source verification (PSV) and credentialing verification organization (CVO) processes.
• Proficiency in Microsoft Office Suite.
• High level of discretion and confidentiality.
• Strong analytical and organizational skills.
• Ability to manage multiple regulatory deadlines.