Provider Support Services Coordinator

Summary

Under the direction of the Manager of Medical Staff Services, provides a full range of medical staff services functions through the coordination and implementation of daily operations, regulatory requirements, and special projects by applying advanced knowledge, critical thinking, sound judgment, and experience. This position has dual reporting responsibilities to the Saginaw Vice President of Medical Affairs and serves as the primary Medical Staff Services resource for the Saginaw campus. The Coordinator independently manages medical staff office operations within the scope of assigned responsibilities and in accordance with department, medical center, accreditation, and system policies, procedures, and Medical Staff Bylaws. Responsibilities include coordinating the credentialing and privileging process, supporting providers throughout their appointment and reappointment cycles, facilitating medical staff governance activities, ensuring compliance with regulatory and accreditation standards, providing operational support to the Vice President of Medical Affairs, and serving as a liaison among providers, medical staff leaders, hospital administration, and system departments to promote efficient, compliant, and effective medical staff operations.

(50%) Credentialing & Privileging. Serves as the local Medical Staff Services expert for the Saginaw campus by facilitating the site-specific credentialing, privileging, appointment, and reappointment processes in collaboration with Medical Staff leadership, the Central Verification Office (CVO), and the Vice President of Medical Affairs (VPMA). Reviews credentialing reports and provider files to ensure compliance with Medical Staff Bylaws, Rules and Regulations, accreditation standards, and organizational policies. Identifies incomplete or complex credentialing matters, obtains additional information as necessary, and collaborates with leadership to resolve issues. Maintains the integrity of provider appointment, privilege, and department data within the credentialing system while ensuring the accuracy of local provider information. Demonstrates advanced knowledge of credentialing and privileging requirements, proactively identifies opportunities for process improvement, and assists in preparing documentation and reports for regulatory surveys and accreditation reviews.

(25%) Medical Staff Operations & Provider Support. Serves as the primary operational resource for the organized Medical Staff at the Saginaw campus, functioning as an extension of the Vice President of Medical Affairs. Coordinates and supports Medical Staff governance activities, including committee meeting logistics, agenda development, preparation and distribution of meeting materials, accurate recording and retention of minutes, follow-up on action items, and maintenance of official Medical Staff records. Acts as the primary liaison for physicians, advanced practice providers, Medical Staff leaders, hospital administration, and system departments by responding to inquiries, resolving operational concerns, and escalating issues appropriately. Provides day-to-day support related to Medical Staff Bylaws, Rules and Regulations, policies, committee processes, provider onboarding, and regulatory requirements. Collaborates with Academic Affairs, Provider Recruitment, and operational leaders to support provider orientation, onboarding, and retention initiatives while fostering a positive provider experience throughout the provider lifecycle.

(25%) Medical Staff Governance, Regulatory Compliance & Operational Excellence Supports the effective operation of the organized Medical Staff by ensuring compliance with Medical Staff Bylaws, Rules and Regulations, accreditation standards, regulatory requirements, and organizational policies. Partners with the Vice President of Medical Affairs, Medical Staff officers, department chairs, committee leaders, and system Medical Staff Services leadership to coordinate Medical Staff governance activities and implement operational priorities. Coordinates all aspects of Medical Staff committee meetings, including agenda development, preparation and distribution of meeting materials, attendance tracking, recording and retention of official minutes, follow-up on action items, and maintenance of official Medical Staff records. Ensures Medical Staff committees are conducted in accordance with governing documents and organizational requirements while supporting timely communication and implementation of committee decisions. Assists with regulatory surveys, accreditation activities, and internal audits by preparing documentation, reports, and supporting evidence of compliance. Exercises independent judgment in managing complex Medical Staff issues, facilitating communication among providers and leadership, identifying operational improvements, and implementing solutions that promote efficient, compliant, and provider-focused Medical Staff operations.

• Serves as the Medical Staff Services subject matter expert for the assigned campus, exercising independent judgment within the scope of responsibility and in accordance with Medical Staff Bylaws, accreditation standards, regulatory requirements, organizational policies, and departmental procedures.
• Maintains the confidentiality, integrity, security, and retention of Medical Staff records in accordance with applicable record retention policies, regulatory requirements, and organizational standards.
• Coordinates and maintains Medical Staff communications through electronic and written correspondence, ensuring timely, accurate, and professional dissemination of information to providers, Medical Staff leaders, administrators, and other stakeholders.
• Coordinates all logistical aspects of Medical Staff meetings, including annual meeting calendars, meeting schedules, room reservations, audiovisual needs, catering, attendance records, and other meeting support necessary to facilitate effective Medical Staff governance.
• Maintains provider demographic, appointment, privilege, department, and committee data within the credentialing database, ensuring the accuracy and integrity of Medical Staff information. Generates appointment, privilege, affiliation, and related provider correspondence, obtains required approvals and signatures, and ensures appropriate distribution and retention of documentation.
• Coordinates timely notification of newly granted appointments and clinical privileges to Security, Switchboard, Information Technology, clinical departments, and other applicable stakeholders to facilitate provider onboarding and operational readiness.
• Coordinates Medical Staff mail distribution and mailbox assignments in collaboration with Mail Services and other support departments.
• Prepares, edits, and maintains a variety of Medical Staff documents, including agendas, reports, meeting minutes, correspondence, presentations, policies, and other official records utilizing appropriate office technology and document management systems.
• Establishes and maintains collaborative working relationships with the Central Verification Office, System Director of Medical Staff Services, Vice Presidents of Medical Affairs, Medical Staff leadership, Provider Recruitment, Academic Affairs, hospital administration, and other internal and external stakeholders to support efficient Medical Staff operations.
• Participates in departmental, organizational, and system initiatives, special projects, process improvement efforts, and performs other duties as assigned.
• All other duties as assigned.

Certifications and Licensures

NAMSS: National Association Medical Staff Services

Must obtain a National Association Medical Staff Services (NAMSS) certification of Certified Provider Credentialing Specialist (CPCS) or Certified Professional Medical Services Management (CPMSM) within 5 years of hire or transfer into the role.

Bachelor’s Degree

College level courses in information management skills, written and verbal communication, computer/word processing, and management.

Experience in health care related field and two years’ experience in a medical staff office setting.

Knowledge of medical terminology, Joint Commission standards, and strong interpersonal skills (both verbal and written) and excellent organizational skills with word processing skills on Microsoft Word.

Ability to work independently and take initiative.

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing is necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.

Exposure to stressful situations, including those involving public contact, as well as, trauma, grief and death.

Able to wear personal protective equipment that includes latex materials or appropriate substitute if required for your position.

Is able to move freely about facility with or without an assisted device and must be able to perform the functions of the job as outlined in the job description.

Overall vision and hearing is necessary with or without assisted device(s).

Frequently required to sit/stand/walk for long periods of time. May require frequent postural changes such as stooping, kneeling or crouching.

Some exposure to blood borne pathogens and other potentially infectious material. Must follow MyMichigan Health bloodborne pathogen and TB testing as required.

Ability to handle multiple tasks, get along with others, work independently, regular and predictable attendance and ability to stay awake.

Overall dexterity is required including handling, reaching, grasping, fingering and feeling. May require repetition of these movements on a regular to frequent basis.

Physical Demand Level: Sedentary. Must be able to occasionally (0-33% of the workday) lift or carry 0-10 lbs.