Provider Support Services Coordinator

Medical Staff Services Coordinator

Under the direction of the Medical Center President and the Manager of Medical Staff Services provides a full range of medical staff duties including coordination and implementation of daily and special projects by applying expert knowledge, critical thinking skills and experience. This position has dual reporting responsibilities to Midland Vice President of Medical Affairs. Makes independent decisions within the scope of the responsibilities and in accordance with department, medical center, and system policies and procedures. Operationalizes the Clinical Practice Enhancement (CPE) system to ensure it is instrumental in identifying, tracking and resolving clinical performance issues in a manner that promotes education, improvement and patient safety. Collaborates with the Chair of the local, regional, and system Clinical Practice Enhancement Committees to assist them in their duties and responsibilities.

Responsibilities

(15%)* Responsible for facilitating the site specific medical staff credentialing and privileging process in conjunction with medical staff leadership. Evaluates monthly credentials reports and provider files to assure site specific requirements are met. Requests additional credentialing information when indicated. Manages site specific privileges and appointment data in the medical staff database. Demonstrates expertise in identifying complex medical staff situations and works with leadership to design and implement appropriate solutions. Participates in preparation for and presentation of medical staff credentialing and privileging data for regulatory surveys.

(15%)* Supports the organized medical staff, acting as an extension of the VPMA. Accountable for supporting the following functions: medical staff professionalism, practitioner health, clinical practice enhancement, OPPE, FPPE. Responsible for medical staff meeting logistics, recording and retention of minutes and related documents and performs or ensures follow up. Acts as a liaison for the medical staff, triaging concerns or questions and escalating to leadership when indicated. Actively assists Academic Affairs as needed. Participates in Provider Retention strategies as directed by leadership. Provides support to Recruitment efforts by assisting with ensuring candidate site visits convey collegiality and excellence, showing our organization and communities in the best light. This includes:

• Ensuring the local components of our "ideal site visit" plan are well attended and executed well.
• Meaningful and individualized follow up occurs with candidates post visit, post signed contract until they start their position, and thereafter as a contributor to provider retention
• Coordinates local ends of onboarding such as wayfinding, orientation, ensuring new provider has scheduled meetings with stakeholders/committees as needed, etc.

(20%)* Operationalizes the Clinical Practice Enhancement (CPE) system to ensure it is instrumental in identifying, tracking and resolving clinical performance issues in a manner that promotes education, improvement and patient safety. Ensures all CPE activity is appropriately documented and recorded. Facilitates the data needs of the CPEC. Conduct ongoing evaluation and audit of the timeliness and effectiveness of the CPE system. Ensure relevant findings, conclusions, lessons learned and recommendations are reported and shared as required. Collaborates with the Chair of the local, regional, and system Clinical Practice Enhancement Committees to assist them in their duties and responsibilities.

Other Duties And Responsibilities:

Acting as a specialist in the Medical Staff Services Department, has the authority to make independent decisions within the scope of responsibilities and in accordance with regulations, department, medical center, and system policies and procedures.

Accountable for comprehensive files management, retention, security, and integrity according to record retention policies and regulatory requirements.

Demonstrated ability to disseminate correspondence and mailings by electronic or written means to clinical providers and staff to assure information is communicated accurately and in a timely manner.

Coordinates Internet and Intranet postings related to credentialing, privileging, medical staff bylaws and related documents.

Accountable for medical staff meeting logistics including room reservations, catering requests, annual/monthly calendars, notices and attendance sign-in rosters.

Delivery and receipt of Medical Staff Services mail in conjunction with the Mail Room. Assign or deactivate medical staff mailboxes as needed.

Performs various duties as assigned including, but not limited to, taking and transcribing minutes, reports, letters, memos, document reproduction, collating, and scanning.

Coordinator is responsible for entering privileges, appointment dates, and related information into the medical staff database. Creates Delineation of Privileges letters, obtains signatures, disseminates, and files in electronic folders. Creates affiliation letters from database and posts on Internet.

Notifies security, switchboard, and other stakeholders when privileges are granted.

Works cooperatively with the Central Verification Office specialists, the System Director of Medical Staff Services, the Vice President of Medical Affairs, the Regional Vice Presidents of Medical Affairs, the Medical Staff Analyst, Recruitment staff as well as other administrative and medical staff leaders and staff.

All other duties as assigned.

Experience, Training And Skills:

College level courses in information management skills, written and verbal communication, computer/word processing, and management.

Experience in health care related field and two years' experience in a medical staff office setting.

Knowledge of medical terminology, Joint Commission standards, and strong interpersonal skills (both verbal and written) and excellent organizational skills with word processing skills on Microsoft Word.

Ability to work independently and take initiative.

Physical/Mental Requirements And Typical Working Conditions:

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing is necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MidMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.

Equivalent Experience and Other Comments (Education): NA

Other Comments: NA