Medical Staff Coordinator, City of Hope National Medical Center, Duarte, CA

Posted on March 13th, 2025

Position Summary:

Under minimal supervision, assists the Department’s Director/Manager in the coordination of Medical Staff activities consistent with City of Hope’s philosophy, mission, vision and strategic plan.

Responsibilities include but are not limited to: Coordination of Medical Staff activities for assigned Department/Committee meetings; performs credentialing/re-credentialing/privileging of Medical Staff Members and Allied Health Practitioners as assigned; responsible for relevant ongoing and focused professional practice evaluations (OPPE/FPPE) activities; and acts as liaison between the Medical Staff, Nursing Administration, and the Governing Board.

Essential Functions:

Duties & Responsibilities

• Coordinates Medical Staff activities for assigned Department/Committee meetings and acts as liaison between the Medical Staff, Nursing, Administration and the Governing Board.
• Schedules, coordinates, prepares agenda, takes accurate minutes, provides follow up for assigned Medical Staff clinical Departments/Committees recommendations and acts as a resource of information concerning medical staff issues.
• Follows through on all Department, Division and Committee recommendations and correspondence in a timely manner and channels communication between Medical Staff meetings.
• Maintains close communication with Medical Staff Officers, Chairs and Chiefs to ensure expeditious follow-through with Department/Division and Committee meeting actions and changes in policies.
• Provides the Medical Staff President, Medical Staff Officers, Chairs/Chiefs, and Administration with information of problems identified in their areas.
• Maintains current knowledge and interpretation of recommendations and standards by TJC, CMS, NCQA, State, and other regulatory agency standards. 
• Maintains close communication with CME Department in the coordination of educational activities resulting from Department/Committee meetings thus creating a positive linkage between performance improvement and CME.
• In the absence of the Director/Manager, oversees the daily functions of the Department and maintains close communication with the President of the Medical Staff, the Department’s Vice President, Administration, and Chairs/Chiefs, to keep them informed of problems, issues, and concerns within their areas.
• Responsible for follow-through of OPPE and FPPE requirements for assigned Departments/Divisions.
• Coordinates with the Director/Manager, QRRM, in preparing for, and attending accreditation surveys.
• Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines.  Practices a high level of integrity and honesty in maintaining records and confidentiality.
• Performs summary reports of credentialing/re-credentialing/privileging functions as assigned.
• Generates queries and reports from the credentialing and privileging database. Assists with clinical privilege development and maintenance of the privileging database.
• Prepares for the Governing Board a monthly report of Medical Staff activities as reviewed by the Medical Staff Executive Committee, as applicable.
• Conducts audits of credentials files.
• Handles telephone calls; exercises judgment as to the urgency or other nature of the calls; directs calls to appropriate personnel.
• Responsible for tracking and monitoring of proctoring requirements.
• Collects Annual Medical Staff Dues.
• Process check requests for expenses incurred within the Department in accordance with budgetary guidelines.
• Prepares the monthly Treasurer’s Report to the MEC and to the General Medical Staff.
• Generates medical staff reports as requested (e.g., rosters, lists of physicians on staff, etc.).
• Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace code of Conduct and Compliance Plan.
• Practices a high level of integrity and honesty in maintaining confidentiality.
• Performs other related duties as assigned or requested.

Minimum Education:

• Associate degree, 18 months of additional experience plus the minimum experience requirement may substitute for minimum education. High School or GED.

Minimum Experience:

• 3 years’ experience as a Medical Staff Coordinator or similar and relevant experience.

Required Courses/Training:

• Courses in medical terminology, business English, English Composition, typing course.

Req. Certification/Licensure:

• Certification from the National Association of Medical Staff Services as Certified Provider Medical Staff Management (CPMSM) or working towards achieving certification within 2 years of employment.

Preferred Education:

• Bachelor’s degree.

Skills/Abilities:

• Proven ability to apply external regulatory guidelines and internal accounting and administrative policies.
• Ability to independently set and meet deadlines while multi-tasking and assigning precedence to competing priorities.
• Ability to see multiple assignments through completion of deadlines.
• Excellent oral/written communication and organizational skills.

Software:

• Ability to perform all commonly applicable functions in Microsoft Office Suite (Word, Excel, PowerPoint).

Machines/Equipment:

• Advanced competency in a paperless credentialing database system and understanding of provider data integrity standards (credentialing and privileging software, Adobe Professional, document scanning/storage, web-based applications, Zoom, Teams, etc.)

Working/Environmental Conditions:

• Atmosphere and environment associated with an office setting.

Physical Demands:

• Light physical effort (lift/carry up to 10 lbs)
• Mostly sedentary work
• Occasional standing/walking
• Occasional reaching, stooping, bending, kneeling, crouching

 

Qualified candidates may apply online at:

Administrative Support Job: Medical Staff Coordinator at City of Hope in Duarte, CA