Executive Assistant & Medical Staff Coordinator

Grant Memorial Hospital; Petersburg (WV); On-site; USD 55,000 - 75,000; Full time

Job summary

GMH Grant Memorial Hospital in Petersburg, West Virginia, seeks an experienced Administrative Coordinator to support the Hospital President, Administrative Leadership, and Board of Directors. This role coordinates credentialing, recredentialing, and privileging for physicians and APPs, ensuring compliance with Joint Commission and NCQA standards.

You will manage meetings, assist with minutes, prepare reports, and handle confidential information in a fast-paced, hospital environment.

Qualifications

• Six years of high-level administrative experience.
• Education: High School Diploma or equivalent.
• Preferred: medical staff credentialing experience.

Responsibilities

• Provides exceptional comprehensive support to President and Administration Leadership including scheduling of meetings, preparing, and processing all correspondence, answering, and screening calls and maintaining all files.
• Plans, organizes, and facilitates special events including retreats, seminars, award ceremonies, workshops, and conferences. Coordinates volunteers and committees for programs.
• Performs payroll timekeeper role for Hospital Administration.
• Provides high level executive support. Drafts, proofs, prepares, and coordinates correspondence, itineraries, publications, and reports.
• Prepares minutes and reports from data; manages conference room requests and calendars.
• Maintains confidentiality of patient and hospital information; administers electronic board system and trains members.
• Coordinates credentialing for physicians, dentists, and APPs following JC/NCQA standards.
• Maintains knowledge of JC, NCQA, State Medical Boards, and CMS standards.
• Performs Primary Source Verifications and updates practitioner data in credentialing software.
• Maintains current knowledge of Med Staff bylaws and credentialing policies.
• Participates in JC, OHFLAC, and MCO surveys related to credentialing and privileging.
• Collaborates with IT and credentials software vendors; assists leadership on projects.
• May provide marketing support for hospitals and perform other duties as assigned.

Skills

Administrative support

Scheduling

Credentialing

Microsoft Office

Communication

Education

High School Diploma or equivalent

Tools

Credentialing software

Job description

Provides administrative support to Hospital President, Administrative Leadership, and Board of Directors including scheduling meetings, preparing, and processing correspondence, answering, and screening calls, and maintaining files. Coordinates the timely credentialing, recredentialing and privileging of new and current physicians, dentists, licensed independent practitioners and Advanced Practice Professionals following appropriate standards. Monitors and updates the credentialing process including applications for appointment, reappointment, clinical privilege forms and policies to ensure compliance.

Minimum Qualifications

Education, Certification, and/or Licensure

• High School Diploma or equivalent.

Experience

• Six years of high-level administrative experience.

Preferred Qualifications

• Prior experience in a medical staff credentialing role, preferably as a Medical Staff Coordinator or equivalent.

Core Duties and Responsibilities

• Provides exceptional comprehensive support to President and Administration Leadership including scheduling of meetings, preparing, and processing all correspondence, answering, and screening calls and maintaining all files.
• Plans, organizes, and facilitates special events including retreats, seminars, award ceremonies, workshops, and conferences. Participates as appropriate. Solicits and engages volunteers and planning for committees for special programs and projects, as necessary. Coordinates the Policy Committee for the Hospital.
• Performs payroll timekeeper role for Hospital Administration.
• Provides high level executive support. Drafts, proofreads, prepares, organizes, and coordinates the preparation of correspondence, complex itineraries, publications, data, and materials for emails, newsletters, presentations, and reports.
• Participates in a variety of meetings/committees/task forces/related groups and collects agenda items, prepares agenda, and composes minutes. Collects information and creates reports from established data and/or departments. Responsible for oversight and meeting request approvals for conference rooms.
• Maintains confidentiality of patient and hospital information; collaborates with managers and associates to develop quarterly objectives/product teams. Acts as administrator of web based electronic board system. Trains and assists board members with electronic board system, as necessary.
• Coordinates the timely credentialing, recredentialing and privileging of new and current physicians, dentists, licensed independent practitioners and Advanced Practice Professionals following Joint Commission and National Committee for Quality Assurance standards.
• Maintains working knowledge of Joint Commission (JC), National Committee for Quality Assurance (NCQA), State Medical Boards and Centers for Medicare and Medicaid Services (CMS) standards.
• Monitors and updates credentialing process, including applications for appointment, reappointment, clinical privileging forms and policies to ensure compliance with standards.
• Performs Primary Source Verifications of practitioner information in compliance with Joint Commission, National Committee for Quality Assurance and Centers for Medicare & Medicaid Services standards.
• Enters, maintains, and updates practitioner information in the electronic credentialing software in an accurate and timely manner.
• Maintains current knowledge of the Med Staff bylaws, rules/regulations, and credentialing policies.
• Participates in Joint Commission (JC), Office of Health Facility Licensure and Certification (OHFLAC) and Managed Care Organization (MCO) surveys as it relates to the credentialing and privileging of physicians, dentists, licensed independent practitioners and Advanced Practice Professionals (APP’s). Serves as the liaison to Managed Care Organizations regarding performing delegated credentialing functions in accordance with contractual agreements.
• Works with Information Technology and electronic credentialing software vendor to maintain a current credentialing system through updates and training. Participates in project work identified by the leadership of Medical Staff Affairs.
• May provide marketing support for hospitals. Performs other related duties as assigned.

Physical Requirements

• Ability to function in a demanding and fast-paced environment.

Working Environment

• Standard office environment.

Skills and Abilities

• Proficient computer skills including but not limited to thorough knowledge and understanding of office software programs including windows, excel, outlook and similar applications.
• Excellent organizational and prioritization skills.
• Professional oral and written communication skills.
• Detail oriented and possess excellent spelling and grammar skills

Scheduled Weekly Hours

40

Shift

United States of America (Non-Exempt)

Company

GMH Grant Memorial Hospital

Cost Center

500 GMH Administration

Address

117 Hospital Drive
Petersburg
West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.