Medical Staff Office Coordinator

St. Mary's Health System; Lewiston (ME); On-site; USD 45,000 - 62,000; Full time

Job summary

Covenant Health in Lewiston, ME is seeking a Medical Staff Coordinator to coordinate credentialing and privileging, support Medical Staff governance, and ensure regulatory compliance. The role requires strong organizational skills and the ability to manage multiple priorities while handling confidential information.

You will maintain provider records, coordinate with external credentialing bodies, and support quality and regulatory efforts across departments.

Qualifications

• Knowledge of medical staff credentialing, privileging, and governance processes.
• Familiarity with bylaws, rules, accreditation standards, and regulatory requirements.
• Excellent organizational skills and attention to detail.
• Strong written, verbal, interpersonal, and customer service skills.
• Ability to manage multiple priorities with minimal supervision.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong computer skills, including MS Office and electronic databases.

Responsibilities

• Coordinate initial appointment, reappointment, credentialing, and privileging for physicians and other providers.
• Maintain provider credentials and supporting documentation.
• Prepare credentialing files for review by Medical Staff leadership and committees.
• Monitor provider status changes and ensure timely documentation.
• Support Medical Staff governance, committees, and leadership meetings.
• Maintain confidentiality and handle sensitive information with discretion.

Skills

Credentialing

Privileging

Regulatory knowledge

Organization

Communication

Confidentiality

Microsoft Office

Healthcare databases

Education

Associate degree in healthcare administration or related field

NAMSS credentialing certification preferred

Tools

NAMSS credentialing software

Job description

Job Summary

The Medical Staff Coordinator coordinates and supports key Medical Staff functions, including provider credentialing, privileging, appointment and reappointment, Medical Staff governance, committee activities, and regulatory compliance.

This position serves as a primary resource and liaison for Medical Staff leaders, providers, administration, clinical departments, Quality, and external credentialing and regulatory organizations. The Medical Staff Coordinator maintains accurate and confidential provider records, coordinates credentialing and privileging activities, supports Medical Staff committees and leadership, and helps ensure compliance with Medical Staff Bylaws, organizational policies, accreditation standards, and applicable state and federal requirements.

The position requires a high level of organization, attention to detail, independent judgment, discretion, and the ability to manage multiple priorities and sensitive information.

Essential Duties and Responsibilities

Credentialing & Privileging

• Coordinate initial appointment, reappointment, credentialing, and privileging for physicians, allied health professionals, and other credentialed providers.
• Collect, verify, evaluate, and maintain provider credentials and supporting documentation.
• Prepare credentialing and privileging files for review by Department Chairs, Credentials Committee, Medical Executive Committee, and governing bodies.
• Process changes in clinical privileges, staff categories, temporary privileges, leaves of absence, resignations, and other provider status changes.
• Monitor provider expirables and follow up to ensure required documentation is obtained timely.
• Maintain accurate provider information in credentialing databases and related systems.
• Coordinate with external credentialing and verification organizations.
• Support OPPE/FPPE and other practitioner-specific quality requirements, as applicable.
• Assist with credentialing and privileging activities for locum tenens and temporary providers.

Medical Staff Governance

• Coordinate and support Medical Staff committees, departments, and leadership meetings.
• Prepare agendas, meeting materials, reports, and minutes.
• Maintain committee membership, terms, attendance, and action-item tracking.
• Support the Medical Staff President, Chief of Staff, Medical Staff officers, and Medical Affairs leadership.
• Coordinate Medical Staff communications, provider orientation, education, and special events.

Regulatory & Quality Support

• Maintain working knowledge of applicable accreditation standards, state and federal regulations, Medical Staff requirements, and credentialing practices.
• Maintain documentation necessary to support regulatory and accreditation compliance.
• Assist with accreditation, licensing, and regulatory surveys, audits, and information requests.
• Collaborate with Quality, Compliance, clinical departments, and Medical Staff leadership regarding provider-related quality and regulatory requirements.

Provider & Administrative Support

• Serve as a resource and point of contact for providers regarding credentialing, privileging, Medical Staff requirements, and related processes.
• Assist with documenting and routing provider concerns and complaints in accordance with established processes.
• Provide administrative support to Medical Affairs and Medical Staff leadership, including scheduling, correspondence, reports, special projects, and other activities as assigned.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive provider, organizational, quality, legal, and other protected information.

Job Requirements

Job Knowledge and Skills

• Knowledge of medical staff credentialing, privileging, and governance processes.
• Familiarity with Medical Staff Bylaws, Rules and Regulations, accreditation standards, and regulatory requirements.
• Excellent organizational skills and attention to detail.
• Strong written, verbal, interpersonal, and customer service skills.
• Ability to manage multiple priorities and meet deadlines with minimal supervision.
• Ability to maintain strict confidentiality and exercise discretion and sound judgment.
• Strong computer skills, including Microsoft Office and electronic database systems.

• Ability to establish effective working relationships with providers, Medical Staff leaders, administration, clinical departments, external organizations, and regulatory agencies.
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• Must be able to speak clearly, read, write, and comprehend the English language.

Education and Experience

• High school diploma or GED required; associate degree in healthcare administration, business administration, health information management, or related field preferred.
• Two or more years of healthcare, medical staff services, credentialing, provider enrollment, or related administrative experience preferred.
• Experience working with physicians, allied health professionals, Medical Staff leadership, or healthcare administration preferred.
• Equivalent combination of education and experience may be considered.
• CPCS or CPMSM certification through the National Association Medical Staff Services (NAMSS) preferred.

Covenant Health Mission Statement

We are a Catholic health ministry, providing healing and care for the whole person, in service to all in our communities.

Our Core Values:

Compassion

We show respect, caring and sensitivity towards all, honoring the dignity of each person, especially the poor, vulnerable and suffering.

Integrity

We promote justice and ethical behavior, and responsibly steward our human, financial and environmental resources.

Collaboration

We work in partnership, dialogue and shared purpose to create healthy communities.

Excellence

We deliver all services with the highest level of quality, while seeking creative innovation.

Applicants, employees and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age (40 or older), disability, and genetic information (including family medical history).

Comp Range:

$44,824.57 - $61,730.43

Rate of pay displayed reflects the beginning of the pay scale. At the time of an offer, determination of your offer will reflect your skills and experience as it relates to the position.