Administrative Services Coordinator, Clinical Staff Office

Administrative Services Coordinator

The Clinical Staff Office at the University of Iowa Health Care has an opening for a full-time Administrative Services Coordinator. The Administrative Services Coordinator contributes to the success of the Clinical Staff Office by providing administrative support to daily operations and exceptional customer service to internal and external customers. Under general supervision, the Administrative Services Coordinator supports the Clinical Staff Office (CSO) and coordinates all medical staff operations for the UI Health Care Medical Center Downtown (MCD) location including credentialing, re-appointments, medical staff policies, and by-laws. Administrative responsibilities for this position require a high level of discretion, confidentiality, and professionalism. This position reports to the Director of the Clinical Staff Office with direction received from the Associate Chief Medical Officer, MCD.

The Clinical Staff Office provides Credentialing Verification Organization services for UI Health Care, Stead Family Children's Hospital, and numerous UI Health Care outreach clinics, external clients, managed care payers, state agencies, colleges, and student health centers (both in-state and out-of-state). This includes obtaining and authenticating sensitive information and interpreting numerous sets of accrediting bodies' standards and UI Health Care Bylaws, Rules & Regulations. Direct patient care practitioners are delineated privileges by the UI Health Care Clinical Systems Committee, and are not able to see, touch, or bill for patient services until these credentialing and verification processes have been completed in full.

The successful candidate must be highly organized, have strong communication skills, a high level of technical computer expertise, excellent customer service/service recovery skills, be a team player and be willing to go the extra mile to assure all functions are completed in a timely and professional manner. Must be able to manage multiple priorities and have strong problem-solving and critical decision-making skills.

Duties And Responsibilities

• Process departmental intake forms and initiate application process.
• Assign applications to Credentialing Specialists daily, as received.
• Send welcome letters for initial providers granted privileges for both facilities.
• Initiate and track IPPE (Initial/Increased Professional Practice Evaluation) forms for initial/modifying providers for both facilities.
• Manage the 'Next 6' process – assigning future applications to Credentialing Specialists for reappointment.
• Upload MCD files to the CSO shared drive.
• Receives inquiries in the form of telephone calls, mail, email, and visitors. Transmits detailed information, and answers questions. Triages more complex calls and inquiries to the appropriate person to ensure a prompt response. Opens all incoming mail to screen and prioritize for needed action and follow-up. Processes Affiliation Verification requests as received.
• Requests to add and/or remove provider accesses as needed upon initial appointment/resignation.
• Meets with all new open practice providers to MCD and assists in completion of the initial application for privileges, and reviews initial application and re-appointment packets to ensure compliance with appropriate entities, ensuring they are appropriately signed, and accurately completed. Enters data into the credentialing and enrollment software as needed for MCD.
• Coordinates medical staff activities working closely with MCD Credentialing committee, Medical Staff President, Clinical Department Heads and Committee Chairs, including scheduling Executive Committee, General Staff, Departmental and various committee meetings, collects Quality Assessment and Improvement reports, attends meetings, etc.
• Serves as liaison between medical staff, administration, legal counsel, and ancillary departments in matters pertaining to medical staff at MCD.
• Coordinates the orientation and on-boarding for new Open Practice Medical Staff, Medical Staff Executive Committee members, and new members of Medical Staff leadership.
• Supports Associate Chief Medical Officer in administrative activities related to medical staff to include, but not limited to, report preparation, Medical Staff Directory, by-laws, etc.
• Prepares and administers correspondence and maintains program records (meeting minutes, reports, etc.) in an organized manner for easy retrieval.
• Maintains effective working relationships with faculty, staff, visitors and students.
• Performs other related duties as assigned.

Work schedule: Some flexibility between the hours of 7:00 AM and 6:00 PM, Monday through Friday. Twice annually there is a one-hour meeting held on the first Saturday of May and December.

Work location: This position will typically work 3 days per week at the Healthcare Support Services Building (HSSB) located at 3231 Ridgeway Drive in Coralville, IA 52241. The other 2 days per week this position will typically work at the UI Health Care Medical Center Downtown (MCD) located at 500 E. Market Street in Iowa City, IA. Days per week working at both locations may vary depending on workload and circumstances.

Starting salary minimum: $40,475. Starting salary maximum: $45,500. Starting salary will be based on applicants' qualifications and related, relevant experience.

Benefits highlights: Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits.

Required Qualifications:

• BA or BS degree or combination of related education and experience is required.
• 6 months to 1 years' experience in a regulatory environment or other area where attention to detail is required.
• Demonstrated proficiency in Microsoft Office Suite (including Outlook, Word, and Excel) is required.
• Demonstrated excellence in written and oral communication skills is required.
• Experience and successful record in managing multiple tasks, meeting deadlines and completing tasks accurately and in full is required.

Desired Qualifications:

• Working knowledge of medical terminology is desired.
• Knowledge of UI Health Care and MCD Bylaws is desired.
• Knowledge of Joint Commission (JC) and NCQA (National Committee for Quality Assurance) standards is desired.

Application Process:

• In order to be considered for an interview, applicants must upload a current resume and a cover letter that clearly addresses how they meet the listed required and desired qualifications of this position.
• Job openings are posted for a minimum of 7 calendar days. Applications will be accepted until 11:59 PM on December 1, or on date of closing.
• Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check.
• Professional references will be requested at a later step in the recruitment process.
• This position is not eligible for University of Iowa sponsorship for employment authorization.
• For questions, contact Heidi Bodensteiner at heidi-bodensteiner@uiowa.edu.