Medical Staff Office Associate – DFW

TotalCare; Arlington (TX); On-site; USD 25,000 - 39,000; Part time

Job summary

TotalCare in Arlington, TX is seeking a part-time Medical Staff Office Associate to support credentialing, data management, scheduling, and continuing education for our medical staff. The role collaborates with the Physician Operations Coordinator and cross-department teams to ensure smooth operations and regulatory compliance.

The ideal candidate demonstrates attention to detail, strong organizational and analytical skills, problem solving, high emotional intelligence, and the ability to

Qualifications

• Proficiency with G-Suite, Microsoft Office, and Adobe products.
• Ability to manipulate data and perform basic statistical analyses.
• Quick learner with the ability to carry tasks through to completion with minimal oversight.
• Maintain high confidentiality and professional discretion.

Responsibilities

• Credentialing support for all TotalCare providers including PAAs and licensure.
• Data management: dashboards, spreadsheets, and KPI reporting.
• Scheduling support for provider shifts, including harder-to-fill periods and holidays.
• Continuing education material curation and tracking CME/CE hours.
• Medical staff relations: respond to inquiries and manage requests promptly.
• Meetings support: planning, agendas, minutes, and logistics.
• Support special projects as assigned.

Skills

Attention to detail

Organizational skills

Analytical skills

Problem solving

Emotional intelligence

Effective communication

Team player

Tools

Google G-Suite

Microsoft Office

Adobe

Job description

The Medical Staff Office Associate provides administrative, credentialing, scheduling, and data management support to the medical staff office. This role works closely with the Physician Operations Coordinator and collaborates across departments within TotalCare.

The ideal candidate demonstrates exceptional attention to detail, strong organizational and analytical skills, problem solving, high emotional intelligence, and the ability to communicate effectively with providers, leadership, and external partners. This is a part-time role requiring professionalism, discretion, and the ability to work independently.

Responsibilities:

• Credentialing: Support credentialing for all TotalCare providers, including emergency, primary care, and behavioral health physicians, nurse practitioners, and physician assistants. Gather all the information required for our medical staff, including Medical licensing, DEA, Medical Certifications, Board certifications, CV, etc. Verify references, primary source verifications, background checks, etc. Track Prescriptive Authority Agreements (PAAs) for nurse practitioners and physician assistants. Ensure all documents are kept up to date and stored in an easy to access format for state and other oversight inspectors. Communicate with staff when documents are expiring. Use the provided information to create and/or maintain CAQH up to date. Able to assist in payer enrollment with healthcare companies when required. Communicate with our malpractice insurance provider to meet their requirement to get all our medical staff covered under malpractice insurance. Communicate with providers in a timely manner, answering questions and guiding new providers through the onboarding process. Assist with re-credentialing cycles
• Data Management: Help maintain data collection systems and create dashboards, spreadsheets, and presentations. This will focus heavily on measuring and reporting of KPIs established but will also encompass additional temporary data projects
• Scheduling: Assisting with the overall medical provider schedules, helping to create solutions for harder to fill shifts (including weekend and holidays), supporting urgent shift coverage, communicating with our regular medical staff, internal locum providers, and external companies when required
• Continuing Education: Help create and curate educational materials for our medical provider staff, ensuring that all staff are keeping current with all required continuing educational requirements (either by TotalCare, the State of Texas, or other oversight entities). Track providers' CME/CE hours and communicate with them
• Medical Staff Relations ("Concierge Desk"): Respond to medical staff inquiries and requests of any and all types, including such things as verification of employment, requests for supplies or medications to be stocked by TotalCare. Concerns raised about the workplace or leadership will be escalated to the Coordinator, HR, or appropriate staff. All medical staff inquiries should be responded to promptly, even in situations where the final resolution may take some time
• Meetings, Agendas, and Minutes: Help with the planning and preparation for medical staff meetings, including logistical items such as venue, meals, or other arrangements. Creating and distributing invitations for such meetings. When required, help create an agenda for such meetings, create presentations for use during such meetings, and create minutes from such meetings
• Special Projects: Assist with additional administrative and logistical projects assigned to the Medical Staff Office

Requirements:

• Technical skills: Google G-Suite products, Microsoft products, and some Adobe products
• Able to manipulate data, including basic statistical analysis of data, perform queries, pivot tables, create charts/graphs, create presentations
• Must be able to learn established processes quickly and carry tasks through to completion with minimal oversight. Comfortable asking questions when needed, but takes ownership of their work
• Possesses high EQ, a team player, professional, trainable, and self-starting
• Confidentiality: This position requires access to confidential administrative, operational, and medical staff information. The Medical Staff Office Associate must maintain strict confidentiality of all documents, communications, and policies and may not duplicate, distribute, or disclose such information without authorization
• Confidentiality: A designated TotalCare email address must be used for all correspondence involving provider and patient information or confidential materials in compliance with HIPAA, applicable privacy, and regulatory standards
• Confidentiality: When working remotely or in public spaces, the Associate must use secure networks, keep screens private, and never leave devices or documents unattended