Medical Staff Coordinator

Medical Staff Office Coordinator

To serve as coordinator to the Medical Staff Office and Director.

Responsibilities

• Generate and publish the emergency call schedules monthly and update as needed.
• Generate affiliation verifications.
• Provide pre-applications and applications to new applicants.
• Process pre-applications. Run primary source verifications and collect information, certificates, licensure etc necessary for applications to prospective members of the Medical Staff.
• Credentials initial applications for Licensed Independent Practitioner Employees
• Coordinates annual competency assessments for all Licensed Independent Practitioner Employees.
• Credentials initial applications for Allied Health Practitioners (PA, CRNP, CRNA)
• Credentials reappointment applications for Allied Health Practitioners within the following specialties: Emergency Medicine, Internal Medicine & Anesthesia
• Perform data entry
• Perform scanning and filing duties.
• Assist in the preparation of packets for Allied Health Committee, Professional Activity Committee
• Accumulates and prepares materials for the Family Medicine Department Meeting.
• Accumulates and prepares materials for Medical Staff key committees including the Quarterly Medical Staff Meeting and Executive Committee of the Medical Staff, which includes agenda packet preparation and on-going and follow-up documentation necessary for the smooth functioning of these committees.
• Develop PowerPoint presentation for monthly and quarterly meetings.
• Attend monthly and quarterly evening meetings.
• Coordinate scheduling for Medical Staff meetings. (Reserving rooms, submitting catering request, etc.)
• Coordinate office correspondence.
• Maintain database, assign and distribute physician/AHP parking hangtags.
• Responsible for the preparation of the monthly PAC/MEC Medical Staff recommendations for RMC and NMC to the DCH Board in the form of a written Board report to the CEO's secretary.
• Provide and process observation applications.
• Follow up on delinquencies.
• Send out information to Medical Staff as needed.
• Coordinate incoming and outgoing office mail.
• Manage flu vaccine documentation for the medical staff.
• Prepare monthly patient satisfaction letters.
• Order office supplies as needed.
• Off-board credentialed staff as needed.
• Responsible for running monthly queries from the Office of Inspector General (OIG) and Alabama Medicaid. Report findings to the director.
• Responsible for publishing hand hygiene tracer information from the Department of Epidemiology.
• Create orientation packets to include onboarding paperwork and badge (assign badge access).
• Facilitate the preparation of determining agenda items and obtaining documentation needed for monthly/quarterly/biannual meetings.
• Send invoices for initial/reappointing fees for providers.
• Request badge(s) for new providers.
• Request computer access for new L.
• Communicate with Department Chairs and providers on a regular basis.
• Assist in scheduling/preparing for Doctor's Day.
• Provide office support for Director.
• Generate, publish and maintain slides for MD TV.
• Maintain information in Rolodex.
• Responsible for maintaining current expirables (license, ACSC, DEA and insurance certificates, etc.) in provider credentialing.
• Take and prepare meeting minutes as needed.
• Add/delete/update provider emails in distribution lists.
• Some travel between Regional Medical Center and Northport Medical Center may be occasionally required.
• Assist in the preparation for The Joint Commission survey for the Medical Staff Offices at RMC and NMC.
• Responsible for maintaining the physician dictionary for both facilities.
• Responsible for Application/Background Fee deposits into the Medical Staff Office Account.
• Directs/Responsible for physician assistant requests for clinical rotations.
• Directs/Responsible for the process for FPPE.
• Directs/Responsible for the process for COVID Reports.

DCH Standards:

• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation.
• Performs compliance requirements as outlined in the Employee Handbook.
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self.
• Performs essential job functions in a manner that ensures the safety of patients, visitors and employees.
• Identifies and reduces unsafe practices that may result in harm to patients, visitors and employees.
• Recognizes and takes appropriate action to reduce risks and hazards to promote safety for patients, visitors and employees.
• Requires use of electronic mail, time and attendance software, learning management software and intranet.
• Must adhere to all DCH Health System policies and procedures.
• All other duties as assigned.

Qualifications

General Education Development

• Must be able to read, write and speak English
• High School graduate or equivalent
• Five (5) years previous medical staff office experience preferred
• Computer knowledge and skills required
• Ability to handle confidential material
• Minimum typing speed 45 words per minute
• Valid Alabama driver's license
• Current automobile liability insurance
• CPCS certification required within 5 years of employment to position

Aptitudes

• Excellent verbal and written communication skills
• Accuracy and neatness in work habits
• Professional appearance

Machines, Tools and Equipment Required to Operate

• Telephone System
• Automated Answering System
• Copier
• Personal computer and printer
• Transcription Equipment
• FAX machine

Working Conditions

Interpersonal Relationships

• Contact with others via telephone, email, face to face
• May periodically encounter unpleasant individuals
• Individual and team work
• Writes and sends letters and memos via mail and electronic mail

Physical Work Conditions

• Light work-lifting up to 20 pounds with frequent carrying of up to 10 pounds.
• Significant sitting and walking
• Involves stair climbing, stooping and crouching, reaching and keyboarding
• Vision and hearing normal to correctable to normal
• More than 95% of work day is spent indoors in climate controlled environment
• Able to perform the duties with or without reasonable accommodation
• Hearing and vision must be normal or corrected to within normal range.
• Physical presence on site is essential

Structural Job Characteristics

• Works 40 hours per week
• Self-motivated and independent work
• Daily work with departmental software
• Environment structured with requirement to follow processes exactly
• Large degree of variability in daily work
• Monthly deadlines must be met