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Medical Staff Office Coordinator
St Alexius Hospital Corp
Job Location: St Louis, MO

Medical Staff Office Coordinator (Medical Staff Office; Full-time; Days)


Under the supervision of the Chief Executive Officer, the Medical Staff Coordinator is responsible for maintaining compliance with regulatory and accrediting agencies, developing and implementing credentialing processes and procedures, developing and implementing provider enrollment processes and procedures, and responsible for the oversight and adherence of Governing bylaws, and hospital policies and procedures.



* Denotes the essential job functions according to ADA guidelines.

*1. Coordinates Medical Staff activities and Medical Staff Office:

  1. A) Responsible for all Medical Staff meetings. Oversees and assures compliance of monthly committee, department and Medical Staff meetings as addressed in Medical Staff Bylaws/Rules and Regulations. Oversees/prepares agendas and minutes ensuring proper documentation and follow-up from meetings. Assures overall continuity of Medical Staff activities, including expeditious follow-up on action items and policy changes within appropriate committee structure. Prepares monthly report for Medical Executive Committee (MEC), forwarding appropriate reports from each Medical Staff Committee/Department as appropriate. Provides summary of Medical Staff for all activities and incorporates information into agendas for all Department and General Medical Staff Meetings.
  2. B) Responsible for maintaining financial records of Medical Staff ; collection of Medical Staff dues and keeping Medical Staff informed of current financial status. Reports are prepared at least bi-annually for General Medical Staff Meetings.
  3. C) Exhibits responsibility for confidential matters at all times
  4. D) Notifies physicians of Medical Staff committee and/or department meetings via the monthly meeting notice, and includes any opportunities for Continuing Medical Education. Notifies physicians who are assigned peer review. Coordinates peer review process with Quality Improvement personnel.
  5. E) Facilitates streamlining of the work process on a continuing basis. Supervises Medical Staff Assistant to ensure efficiency of Medical Staff Office activities.
  6. F) Maintains confidential files on all Medical Staff members, reflecting current status, category, board certification, privileges, attendance records, dues, CME activities, and committee participation.
  7. G) Maintains current roster of Medical Staff Committees, Officers, and Directory of Medical Staff members. Provides prompt notification for in-house personnel of any changes in Medical Staff directory. Oversees revisions to Medical Staff computer system and hospital computer system (as changes occur). Provides delineation of privileges for Surgery Department and Nursing Service Office on line.

*2. Acts as liaison between Medical Staff and Administration, Nursing Staff, and Advisory Board.

  1. A) Coordinates functions such as: Doctors Day, orders flowers, gifts, etc.
  2. B) Provides labels, computer various computer lists upon request.
  3. C) Directs tours for physicians, and provides orientation.
  4. E) Assists Medical Staff President with preparation for General Staff Meetings. Provides other reports for officers as requested.

*3. Initiates, oversees, manages and maintains confidential research required for credentialing activities.

  1. A) Performs quarterly review of completed initial appointments/reappointments to assure that files are assembled and items verified according to policy in accordance with Medical Staff bylaws.
  2. B) Organizes Credentials Committee Meeting forwarding reappointments from provisional status, summary of new applications, and requests for changes and/or additions in privileges, and/or any other items requiring Credentials Committee approval (at least quarterly)
  3. C) Oversees processing of temporary privileges with all appropriate documentation.
  4. D) Maintains current information regarding licensure, DEA, professional liability, current delineation of privileges, Medicare attestations and Data Bank Inquiries. Oversees processing of applications for allied health professionals. Provides follow-up for recommendation letter requests for Medical Staff from other institutions and managed care companies in a timely manner.

*4. Maintains communication with and provides assistance for Medical Staff Officers, Department Directors, and Committee Chairman.

  1. A) Ensures expeditious follow-through in committee actions and changes in policies.
  2. B) Develops Medical Staff Emergency Department Call Schedule, in conjunction with chiefs/directors of sections/departments. Provides physicians with 6-month rotations (where applicable) with monthly reminders sent to physicians at least one week prior to the beginning of each month. For the Departments of Medicine and Family Practitioner (where call rotates daily), schedules are sent at least one month in advance. Provides reminder phone calls bi-weekly to Medicine and Family Practice physicians on call. Posts and distributes revisions as necessary. Oversees distribution of call schedules for Emergency Department (and all other appropriate departments) Distributes call schedule for part-time ED physicians and any other call coverage arrangements. Ensures that all applicable departments are notified of all coverage arrangements (exclusive of Emergency Department call).
  3. C) Works with CEO and Medical Staff President developing Medical Staff Committee assignments, selection committees, etc. Coordinates elections, sending and tabulating ballots for Medical Staff Officers, Department Directors, etc., ensuring that these functions are carried out per the articles of the Medical Staff bylaws.

*5. Maintain working knowledge of Medical Staff Bylaws, JC Standards, and State Regulations.

  1. A) Schedules Bylaws Committee Meetings (when appropriate); researches bylaws, suggests recommendations, etc. Works with officers and CEO to ensure that Medical Staff Rules and Regulations meet the current standard of practice in the Hospital.
  2. B) Has knowledge of latest recommendations from JC, acting as resource person, keeping current with all accreditation standards and legal requirements, alerting appropriate bodies regarding changes. Assists in JC accreditation survey, providing input on Medical Staff matters.

*6. Oversees Medical Staff Lounge to assure, mailboxes contents are mailed to offices weekly. Responsible for maintaining physician bulletin boards. Posts surgery schedule daily. Posts meeting notices, emergency department schedules, monthly calendars, and other pertinent articles.



B.A./B.S. or Equivalent preferred


Certified Provider Credentialing Specialist (CPCS) or Certified Professional Medical Services Management (CPMSM) preferred


Prior medical staff office experience preferred.


Demonstrates mature and professional attitude and appearance; keeps confidences; possess loyalty, reliability, tact, is able to interact with diverse personalities, and is discreet.

Good time utilization skills; ability to work on several projects simultaneously

Adaptability for flexible work schedules and frequent interruptions

Good organization and prioritization skills

Good problem solving and decision making capabilities

Knowledge of medication terminology, excellent keyboarding skills, computer skills (including database management), ability to take medical minutes.

An individual without requisites stated above may present a written justification explaining the relevance of his/her background for a specific vacant position. Depending on organizational needs and availability of more qualified applicants, an applicant may have some or all requisites revised or waived at the health systems discretion.


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