Medical Staff Office Supervisor

Mount Auburn Hospital Cambridge, MA
Principal Duties and Responsibilities 1. Plans, organizes, and directs the operation of the Medical Staff Office 2. Accountable for Medical Staff Credentialing and Reappointment Process a. Processes applications for initial appointments and reappointments to the Medical Staff, from written recommendation by Department Chair, through final decision by Board of Trustees b. Follows up with Department Chairs on incomplete applications c. Interfaces with McKesson CVO as needed to facilitate information exchange to review applications d. Reviews completed applications returned from McKesson, ensures that all forms are included in providers paper/electronic files, and that changes are entered to the credentialing software (Cactus) for updating e. Distributes completed applications to Department Chairs with alerts resulting from review process f. Updates the database with current certifications, including, but not limited to: DEA, ACLS, NRP, Board Certification and re-certification, Malpractice coverage, and UP/RAD/MOD, if applicable g. Processes sanction checks h. Processes requests for information from other hospitals, payers, provider systems as needed regarding Medical Staff verifications i. Prepares letters for President's signature advising applicants of their appointment and reappointment status j. Maintains professional standard for all communications 3. Provides administrative support to the Medical Staff Executive Committee and Credentials Committee, as well as to the President of the Medical Staff a. Assembles and distributes supporting documents for Credentials Committee, Medical Staff Executive Committee, and Medical Staff Quarterly meetings b. Tracks required attendance at Medical Staff Quarterly meetings for active medical staff 4. Maintains the Medical Staff roster a. Updates as necessary to ensure accurate roster b. Distributes changes and updates monthly to appropriate individuals c. Prepares and maintains accurate physician telephone directory in Meditech 5. Processes initial applications, coverage changes, and renewals for physician and allied health professional malpractice coverage 6. Maintains accurate records pertaining to malpractice insurance for all credentialed staff, including type of coverage, type of premium, carrier, and term of coverage. Follows proper procedure and maintains confidentiality of all information exchanged with malpractice carriers 7. Schedules all Medical Staff Executive Committee, Credentials Committee and Medical Staff Quarterly meetings, including securing conference rooms for all meetings a. Prepares and distributes notices of meetings and agendas of all meetings in advance of meeting date b. Records accurate minutes of meetings, prepares, and distributes them for review in a timely fashion under the direction of the President of the Medical Staff or the Chair of the Credentials Committee 8. Responsible for accounting in electronic format all payments received and expenses for the Medical Staff Treasurer. Records and tracks payment of annual expenses on Microsoft Excel spreadsheet 9. Prepares Medical Staff Office records for The Joint Commission and other regulatory agencies' visits 10. In collaboration with Information Systems (and other groups as needed), maintains accurate provider files across the organization 11. Data entry a. Performs data entry for a variety of databases including entering, maintaining, and updating privileges or administrative data into credentialing software b. Runs reports in Cactus or other databases to assure current certifications or other credentialing information as needed c. Collection of all FPPE and OPPE data and follow up with Department Chairs to review overdue evaluations d. Responsible for generating reports from credentialing software (Cactus) 12. Organizes other Medical Staff functions under the direction of the President of the Medical Staff 13. Maintains the budget for the Medical Staff in collaboration with the treasurer of the Medical Staff 14. Communications a. Answers all incoming telephone calls, recording messages in log book b. Ensures that outgoing mail is sent appropriately and in a timely manner to meet departmental deadlines c. Coordinates incoming and outgoing fax communications and distributes to the appropriate recipient 15. Under the direction of the Chair, Department of Quality and Patient Safety, performs other related duties and support functions as required


KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED 1. Associate degree or work equivalent. 2. Three years of directly related administrative experience, healthcare setting preferred. 3. Experience with electronic credentialing systems or ability to train to high level of proficiency. Experience with Cactus preferred. 4. Ability to organize and manage files and electronic documents in a shared file environment (e.g. Sharepoint) 5. Must be able to use computer equipment, software, fax machines and Hospital's Meditech system. 6. Knowledge of Microsoft Office applications, including Microsoft Word, Excel, and Outlook. 7. Demonstrates ability to interact and communicate effectively with people. 8. Excellent telephone, verbal and written communication skills. 9. Excellent organizational skills, including ability to prioritize work and handle multiple tasks simultaneously. 10. Ability to maintain accurate and detailed records. 11. Must be able to readily adjust to change and handle a rapid-paced environment while continuing to provide high-quality, efficient service.

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