Licensing Administrative Assistant

Surepoint Medical Centers

Mansfield (TX)

On-site

USD 42,000 - 62,000

Full time

14 days+

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Job summary

Surepoint Medical Centers in Mansfield, TX is seeking a Licensing Administrative Assistant to coordinate physician licensing and regulatory compliance while supporting the Chief Medical Officer. This role links the organization with credentialing services, staffing agencies, and regulatory bodies to keep providers licensed, credentialed, scheduled, and compliant.

Primary duties include tracking license expirations, coordinating with agencies, onboarding providers, supporting EMR training, and

Qualifications

Associate degree in Healthcare Administration, Business Administration, or related field required.
Experience in healthcare licensing, credentialing, medical staff services, or physician practice administration preferred (min 3 years).
Knowledge of state medical licensing processes and regulatory requirements.
Experience coordinating provider and compliance activities.

Responsibilities

Coordinate physician licensing and regulatory compliance
Credentialing and onboarding of providers including licensure, DEA, board certs, malpractice insurance, CME records
Coordinate staffing schedules and onboarding status with physician staffing companies
Provide administrative support to the Chief Medical Officer
Maintain audit logs and compliance documentation
Monitor renewals for state healthcare facility, laboratory, pharmacy, radiology licenses
Develop tracking spreadsheets and monthly compliance reports

Skills

Organizational skills

Attention to detail

Communication

Time management

Education

Associate degree in Healthcare Administration

Bachelor's degree preferred

Tools

Microsoft Office

Excel

Job description

Licensing Administrative Assistant

Reports To: Clinical Operations Manager/President

FLSA Status: Non-Exempt

Position Summary

The Licensing Administrative Assistant is responsible for coordinating all physician licensing and regulatory compliance activities while providing administrative support to the Chief Medical Officer (CMO). This position serves as the central point of coordination between the organization, physician staffing companies, credentialing organizations, and regulatory agencies to ensure providers remain fully licensed, credentialed, scheduled, and compliant with all applicable state and federal requirements. The Medical Licensing Specialist also supports physician recruitment, scheduling coordination, time tracking, audit preparation, and oversight of facility licenses including state, laboratory, pharmacy, and radiology licenses.

Essential Duties and Responsibilities

Physician Licensing & Regulatory Compliance

Track expiration dates and maintain licensing calendars to ensure timely renewals.
Coordinate licensing requirements with regulatory agencies.
Maintain accurate licensing documentation and provider files.
Monitor changing licensing regulations and communicate updates to leadership.

Credentialing & Provider Onboarding

Coordinate provider credentialing and recredentialing with physician staffing companies.
Collect and verify provider documentation including medical licenses, DEA registrations, board certifications, malpractice insurance, and CME records as needed.
Assist with provider onboarding and orientation.
Support physicians with EMR training, dictation support, and troubleshooting.
Ensure all credentialing files remain complete and audit-ready.

Physician Staffing Coordination

Serve as liaison between the organization, CMO, and contracted physician staffing companies.
Coordinate physician schedules and communicate staffing updates.
Assist with provider coverage planning and scheduling adjustments.
Track provider availability and onboarding status.

Administrative Support to the CMO

Provide administrative assistance to the Chief Medical Officer.
Prepare reports, correspondence, meeting materials, and presentations.
Maintain confidential provider records including HR files.
Coordinate meetings and physician communications.
Assist with special projects as assigned.

Recruiting Support

Assist in physician and provider recruitment activities.
Coordinate interviews and candidate communications.
Track recruitment progress and onboarding timelines.

Time Tracking & Payroll Support

Monitor physician and provider time records.
Coordinate time tracking with staffing agencies.
Verify schedules and hours worked.
Assist Payroll and Finance with provider time reconciliation.

Audit & Compliance Tracking

Maintain audit logs and compliance documentation.
Prepare documentation for internal and external audits.
Track corrective actions and follow-up items.
Ensure provider files meet accreditation standards.

Facility License Oversight

Coordinate and monitor renewals and compliance for state healthcare facility, laboratory, pharmacy, radiology, and other required licenses.
Maintain renewal calendars, documentation, inspection records, and regulatory correspondence.

Documentation Management

Maintain electronic and paper provider records.
Ensure confidentiality and HIPAA compliance.
Develop standardized tracking spreadsheets and reporting tools.
Generate monthly compliance reports for leadership.
Document production for physician resource binders and changes to EMR to reflect updates.

Required Qualifications

Education

Associate degree in Healthcare Administration, Business Administration, or related field required.
Bachelor's degree preferred.

Experience

Minimum of 3 years of experience in healthcare licensing, credentialing, medical staff services, or physician practice administration.
Experience working with physician staffing agencies preferred.
Knowledge of state medical licensing processes.
Experience coordinating provider and compliance activities.

Knowledge, Skills & Abilities