Job Description

The Lead Medical Staff Coordinator plays a vital role in ensuring the smooth operation of the Medical Staff Office. They are responsible for a wide range of tasks, including credentialing and privileging, managing medical staff meetings, and maintaining medical staff records. The Lead will assist the team of Credentials/Medical Staff Coordinators with keeping on task with all aspects of the role. Actively and consistently contributes to department operations and communications, behaves in a manner consistent with the mission, vision, and values of Pipeline Health, upholding standards of AIDET (Acknowledge, Introduce, Duration, Explanation, Thank you) patient communication.

Essential Functions:

• Oversee and process initial applications to the Medical Staff and Allied Professional Staff within established guidelines/Medical Staff rules and procedures, Joint Commission, HFAP Requirements and Title 22 Standards.
• Acts as a liaison between the Senior Director and Managers.
• Ensure strict confidentiality in all matters pertaining to medical staff activities.
• Assists the Senior Director with supervising, training and supporting credentials coordinators and Meical Staff Coordinator.
• Prepares new online applications/reapplications to those interested in joining the Medical Staff.
• Inputs all new applicant data into Medical Staff Database.
• Verifies credentials of each applicant in accordance with Medical Staff Bylaws, Rules and Department policies.
• Periodically notifies applicant of deficiencies during initial verification process.
• Notifies appropriate chairs of completed applications/ reapplications and obtains their evaluation of each.
• Processes resignations, changes in staff status, additional privileges etc., through established channels.
• Strong skills with committee and meeting management, including coordinating and scheduling meetings, distributing agenda, gather necessary documentation, tracking action items, follow-up from meetings and transcribing accurate meeting minutes.
• Maintains current log of pending applications and their status. Coordinates dissemination of information regarding pending applications.
• Obtains appropriate approvals following data collection.
• Notifies appropriate departments of approved Temporary Privileges.
• Oversee and process reappointments as outlined in Medical Staff Bylaws, Rules or Department Policies, Joint Commission/HFAP requirements and Title 22 Standards within established timeframes.
• Collects and maintains updated information on licenses, certificates, insurance, etc., for staff members and Allied Health Professionals (AHP’s).
• Maintains current delineation of privileges for appropriate departments.
• Generates correspondence to new applicants and members regarding their appointments and clinical privileges.
• Files all correspondence and documents electronically relating to members of the Medical Staff and AHP’s.
• Coordinates dissemination of information regarding new appointments and clinical privileges or patient care responsibilities for Medical Staff and AHP’s to appropriate individuals.
• Maintains current information in Physician Database.
• Makes changes on address/phone numbers, status changes, reappointments dates etc., promptly.
• Notifies other staff of changes when they occur.
• Assists Senior Director/Manager and performs any additional duties and functions as deemed necessary for the operation of the Medical Staff department.
• Uses clear, concise, professional communication with coworkers, patients, all customers internal and external.
• Uses AIDET in interactions with patients and family members.
• Acts with a sense of urgency when performing tasks.
• Basic unit/department maintenance such as keeping files, drawers, cabinets free from unnecessary clutter.
• Reports on any equipment and or environmental issues for repair.
• Abides by HIPAA (Health Insurance Portability and Accountability Act) regulations.
• Speaks up to stop the line and escalates potential safety events if necessary.
• Other duties as assigned.

Behavioral Standards:

• Treats everyone as their customer; utilizes scripting and other tools to ensure consistency in customer service; Expresses recognition and shows appreciation to others; fully utilizes AIDET principles; responds quickly to handle requests, complaints, and questions; displays a positive attitude.
• Demonstrates the highest level of professionalism, passion and care when interacting with patients, families, physicians, and hospital staff members.
• Using a lens of equity in all aspects of patient care delivery, education, and research to promote policies and practices to allow opportunities for all to thrive and reach their potential, embracing ingenuity to service our customers.

Communication/Knowledge:

• Ability to research and coordinate information and distribute accordingly.
• Wears nametag properly; follows dress code policy; answers phone correctly and promptly; is prepared for meetings; meets deadlines; does not participate in gossip; acts ethically and treats others with respect; respects customer’s and co-worker’s time; establishes and maintains effective relationships with customers and co-workers.

Collaboration/Teamwork:

• Attends staff meetings; follows HIPAA guidelines; follows patient rights policy; complies with the compliance program; demonstrates knowledge of role in a disaster; demonstrates knowledge of fire and fire drill procedures; working knowledge of hospital emergency codes; always utilizes standard precautions in the clinical setting; safely manages the environment of care by demonstrating a working knowledge of the requirements of the: Life Safety program, Utilities Management program, Hazardous Materials program, Emergency Preparedness program, Safety Management program, Medical Equipment Management program, Security Management program.

Qualification/Experience:

• Minimum of three (3) years of experience in medical staff services or a related field, with at least one (1) year in the hospital setting.
• Strong understanding of medical staff bylaws and regulations a plus.
• Experience with MD-Staff medical staff software a plus.
• Critical thinking, service excellence and good interpersonal communication skills, ability to read/comprehend written instructions, strong organizational skills, ability to follow verbal instructions, and PC (computer) skills.
• A capacity to learn, synthesize, make critical judgments, work independently, place patients and families first, and collaborate with the team members who are recognized leaders within health care.