Medical Staff Services Assistant

Down East Community Hospital; Maine; On-site; USD 45,000 - 65,000; Full time

Job summary

Down East Community Hospital in Maine seeks a Medical Staff Services Assistant to coordinate credentialing, appointment, reappointment, and privileging for practitioners at DECH and Calais Community Hospital. The role requires high organization, confidentiality, and the ability to manage multiple files and deadlines.

You will verify credentials, monitor expirations, and ensure compliance with bylaws, CMS, accrediting bodies, and organizational policies.

Qualifications

• High school diploma or equivalent required; degree preferred.
• Advanced proficiency in Microsoft Office applications (Excel, Word, Outlook, Teams).
• Experience in medical staff services or healthcare administration preferred.
• Strong organizational and time-management skills.

Responsibilities

• Coordinate credentialing, appointment, reappointment, and privileging processes in line with bylaws and policies.
• Review credentialing and privileging applications for completeness and accuracy; follow up on missing documentation.
• Perform primary-source verification of credentials (licensure, education, training, board certification).
• Monitor licenses, certifications, insurance, and expiration dates.
• Collaborate with practitioners and leadership to obtain required documentation and resolve issues.
• Coordinate Medical Staff committee and service meetings (scheduling, agendas, minutes, follow-ups).
• Ensure compliance with CMS, state, accreditation, and organizational requirements.
• Maintain confidential practitioner credentialing files and records.
• Provide other duties related to the department as needed.

Skills

Organizational skills

Attention to detail

Communication skills

Independent work

Education

High school diploma or equivalent

Associated or Bachelor's preferred in healthcare administration

Tools

Microsoft Office

Excel

Word

Outlook

Teams

Job description

Description

Full Time

The Medical Staff Services Assistant coordinates credentialing, appointment, reappointment, and privileging processes for practitioners at Down East Community Hospital (DECH) and Calais Community Hospital (CCH). Responsibilities include maintaining accurate and confidential practitioner files, verifying credentials, monitoring requirements and deadlines, and ensuring compliance with Medical Staff Bylaws, organizational policies, and applicable regulatory and accreditation standards.

The Medical Staff Services Assistant also coordinates and supports assigned Medical Staff and service meetings, including scheduling, agenda and material preparation, meeting minutes, and follow-up actions.

The position requires a high level of organization, attention to detail, independent judgment, confidentiality, and the ability to manage multiple credentialing files, deadlines, and priorities simultaneously. The Medical Staff Services Assistant serves as a resource regarding credentialing and privileging processes and communicates outstanding requirements and potential compliance concerns to appropriate Medical Staff Services leadership.

ESSENTIAL JOB FUNCTIONS

• Coordinates credentialing, appointment, reappointment, and clinical privileging processes in accordance with Medical Staff Bylaws, Rules and Regulations, and organizational policies.
• Reviews credentialing and privileging applications for completeness and accuracy, follows up on outstanding documentation, and maintains accurate, complete, and confidential practitioner credentialing and privileging files and electronic records.
• Conducts and documents primary-source verification of practitioner credentials, including licensure, education, training, board certification, professional history, and other required credentials.
• Monitors practitioner licenses, certifications, insurance coverage, and other credentialing requirements and tracks applicable expiration dates.
• Collaborates with practitioners, department and service leaders, Medical Staff leadership, administration, CVOs, and other departments to obtain required documentation and resolve credentialing or privileging issues.
• Coordinates Medical Staff committee and service meetings, including scheduling, agenda preparation, meeting materials, minutes, and follow-up actions.
• Monitors credentialing and privileging activities for compliance with CMS, state, accreditation, and organizational requirements.
• Performs other duties as assigned that are relevant to the position and department.
• Maintains reliable attendance and punctuality; performs duties safely and in accordance with organizational policies, procedures, safety standards, and Code of Conduct.

*DECH is an equal opportunity employer.

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree in healthcare administration, business administration, or a related field preferred.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams, is required.
• Strong skills in spreadsheet management, data organization, and electronic database systems are highly preferred.
• One (1) year of experience in medical staff services, healthcare administration, or a related healthcare setting preferred.
• Knowledge of practitioner credentialing, privileging, appointment/reappointment, and regulatory requirements preferred.Strong organizational and time-management skills with demonstrated ability to manage multiple priorities and deadlines.
• Strong attention to detail and ability to identify discrepancies or missing information in credentialing documentation.
• Ability to maintain strict confidentiality and appropriately handle sensitive practitioner and organizational information.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with practitioners, Medical Staff leadership, administration, and other departments.