Medical staff coordinator job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical staff coordinator in details. A complete job description concludes Medical staff coordinator key duties/responsibilities, Medical staff coordinator job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical staff coordinator duties:

1.      Coordinates all aspects of assigned medical staff committees including compiling agenda material, accurately documenting minutes, compiling follow-up memos and letters, researching and preparing information for chairs, and providing professional assistance to various chairmen regarding privileging, credentialing, reappointment, and medical staff rules and regulations as outlined in the medical staff bylaws.

2.      In consultation with the director, provides administrative support for hearing committees. Serves as a resource for medical staff members regarding medical staff bylaws, rules and regulations, hospital and medical staff policies, regulatory requirements and parliamentary procedure. Assists in drafting correspondence ensuring compliance with established bylaws, rules and regulations. May coordinate GME and/or CME functions and processes.

3.      Under direction, liaises between medical staff and administration, communicating sensitive and confidential issues including peer review. Interacts directly with a variety of internal and external customers. Uses judgment and discretion to maintain peer review protection to hospital and medical staff.

4.      Understands and maintains an accurate, secure and updated database of physician and allied health information to query on basic demographic profiles including but not limited to staff privileges and status for other hospital departments and facilities requiring this information. Uses various internal databases to gather and analyze physician and allied health data used in the reappointment, peer review and quality improvement processes of the medical staff and board of directors.

5.      Coordinates processing of all aspects of physician and allied health credentialing and reappointment processes within appropriate timeframes ensuring the quality of the practitioners providing patient care. Assures the completeness and accurateness of the credentialing process. Requests additional information from external medical if necessary. May obtain and log expired credentials on a monthly basis according to rules and policies. Monitors the progress of physicians through the supervision period, assisting department chairs with the appropriate procedures, forms and time limits.

6.      Collects and compiles data for physician and allied health quality profiles to analyze practice patterns using data to determine performance. This includes working with senior staff, department chairmen, quality staff, and other hospital staff to identify sources of data and methods of presenting and analyzing data.

7.      Manages the preparation, distribution and maintenance of the physician emergency department call schedules.

II. List of Medical staff coordinator qualifications

1.      High School diploma required, some college preferred. 

2.      Certified Provider Credentialing Specialist (CPCS) preferred. 

3.      A minimum of 2 years hospital credentialing experience preferred.

4.      Working Conditions: High level of stress due to variable workload with deadlines.  Must be able to work alone, with others, and around others.  Must be flexible to handle a variable workload, frequent work interruptions, deadlines, priority changes and multiple opinions/viewpoints.

5.      Physical Requirements: Must be able to tolerate prolonged, extensive, or considerable sitting, standing, walking; must be able to read and write; must be able to communicate information in a manner appropriate for intended audience.

6.      Cognitive Demands:  Must be able to work independently and in groups.  Must have good organization, planning, reasoning, judgment, and problem solving skills.

7.      Organizational Confidential Data:  As a member of the Medical Staff Office, all information is held confidential through Peer Review confidentiality expectations.  All physician information is considered confidential and is not to be disclosed outside of the department or institution unless directed by Administration.

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.