Provider Credentialing and Onboarding Coordinator

WVU Medicine; Bensley (VA); On-site; USD 52,000 - 76,000; Full time

Job summary

SMG System Medical Group seeks a Credentialing Coordinator to manage the comprehensive onboarding of physicians and APPs. You will coordinate licensure, privileges, documentation, and communications with state boards and health systems.

Efficient data handling and accuracy are essential for timely credentialing and enrollment. The role requires strong organization, confidentiality, and excellent communication.

Qualifications

• Associates Degree required; or High School Diploma with 2 years healthcare or admin experience.
• One year of credentialing/privileging experience preferred.
• Experience with onboarding and physician enrollment is helpful.

Responsibilities

• Facilitates credentialing for new providers: licensure, privileges, documents, and cross-department coordination.
• Supports APPs with agreements, payroll-related tasks, and scheduling.
• Tracks licenses, certifications, and training to ensure compliance.
• Maintains provider records and generates reports for leadership.
• Enters data into credentialing software and maintains CME transcripts.

Skills

Strong communication

Confidentiality

Organizational skills

Typing 35 wpm

Computer literacy

Education

Associates Degree

High School Diploma or Equivalent

Tools

EPIC

Job description

Coordinates the transition of all relevant provider credentials, licenses, degrees, privileges, and certifications upon signing of a new provider. Operational ownership of the centralized credentialing process includes interfacing with new provider (Physicians & APPs), gathering paperwork from CVO or other institutional governance body, coordinating all relevant documents, authorizations, and credentials for submission processes. This role partners and work closely with department leadership, leaders throughout the system and other facilities including Departmental Leaders, Recruitment, Onboarding, Medical Staff Affairs, Hospital Medical Directors, Community Office Managers, HPN, and various State Board entities.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

1. Associates Degree

OR

High School Diploma or Equivalent AND 2 years of healthcare or administrative experience

PREFERREDQUALIFICATIONS:

EXPERIENCE:

1. One year of Experience with privileging/credentialing.
2. One year of Experience in a healthcare setting.

CORE DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Facilitates the credentialing process for all incoming doctors and APPs: Applies for state licensure, creates needed agreements, applies for drug dispensing licenses, completes multiple forms and packets, coordinates with outside facilities, training institutions and device companies for privilege specific documentation including international institutions, interacts with references, facilitates interactions between the physician and onboarding team, and acts as the liaison between medical staff affairs/provider enrollment and incoming providers.
2. APP Specific Support: Sets up and coordinates practice and collaborative agreements, monthly meeting minutes for weekly calls, and scheduling. Functions as the APP payroll representative and assists the Manager/Director with APP time off requests, meetings, other clerical functions as needed, including but not limited to obtaining parking passes, ordering scrubs, EPIC set-up, CLB and NetLearning assistance, adding APPs to distribution lists, and email account set up.
3. Coordinates the completion of reappointment packets with providers, including building complex reports from multiple data sources to validate volume requirements.
4. Tracks state licenses, board certifications, and needed training/educational certifications- collaborating with the physician for all initial and renewal requirements to ensure compliance and maintains up to date records for each provider.
5. Manages all provider evaluations- FPPE and OPPE (Quarterly and Yearly)- runs volume logs, coordinates multi-department signatures, obtains med staff approval, and maintains complete records while also distributing to needed partners.
6. Coordinates with Health Partners Network (HPN) for payor enrollment to make sure all providers are enrolled with necessary payors.
7. Monitors the state boards websites for changes and upcoming events and corresponds with leadership about provider matters.
8. Ensure maintenance of CME records and update of transcripts regularly.
9. Maintains working knowledge of JCAHO standards, NCQA standards, URAQ standards, the State Medical Board, and other regulatory agencies particularly with reference to accreditation and quality improvement. Implements the appointment and reappointment process for all of the department faculty and APPS.
10. Manages and maintains an organized, systematic online data base, to record credentialing statistics, and key information that is utilized in multipurpose functions across department and our key stakeholders.
11. Implement and maintain data, statistical and demographic, used to generate accurate medical staff profiles, quality improvement indicators, hospital-specific delineated privilege forms, etc. on an on-going basis. Implement and maintain credentialing software.

12 Processes day-to-day WVUHS Insurance Provider Enrollment requests within the scope of contractual agreements.

1. Maintains updated individual staff profiles, reporting all changes to WVUHS Insurance Provider Enrollment as contracted.
2. Presents provider credentialing and onboarding status report in designated departmental meetings. Immediately alerts department leadership of potential delays or barriers to providers’ onboarding date. Ensures required documentation is received and saved to provider personnel files. Completes and submits new hire documents based on individual department’s procedures.
3. Assists in project work as identified by departmental needs.
4. The department maintains clinic schedules and facility affiliations with multiple locations and across multiple state lines- this position requires the candidate to Establish and maintain engagement with new faculty members from date of signed offer letter through hire date and every two years for recredentialing at each site the provider has privileges.

PHYSICAL REQUIREMENTS:

1. Prolonged periods of sitting.
2. Ability to lift 15-20 lbs.
3. Extended periods of computer and telephone usage.

WORKING ENVIRONMENT:

1. Normal office environment.
2. May require Travel.

SKILLS AND ABILITIES:

1. Must possess basic computer knowledge and ability to operate standard office software.
2. Must possess strong oral and written communication skills.
3. Must have the ability to maintain high standards of confidentiality.
4. Must have strong organizational skills.
5. Ability to type at least 35 wpm preferred.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

SMG System Medical Group

Cost Center:

671 SMG Corporate Admin

Address:

3040 University Ave

Morgantown

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.