Medical Staff Coordinator

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Unit Description

Come join our Medical Staff Team in beautiful Billings, Montana!  This position is eligible for a generous relocation package as well as a potential sign-on bonus!

Care Site Description

St. Vincent Healthcare is part of SCL Health System, a faith-based, nonprofit health care organization.
Interested in making a difference? Then check us out. Our rich heritage and mission, and our focus on health care delivery that values person-centered care, excellence and accountability are a winning combination as we bring health – and hope – to our patients.
Fast Facts

  • Billings, Mont. (est. 1898)
  • Largest tertiary care hospital and Level II Trauma Center in Montana serving patients in eastern and south-central Mont. and northern Wyo.
  • 2,100 associates, 529 medical staff
  • 286 beds (201 are staffed)


Services & Expertise

  • Cancer Care
  • Children’s Healthcare
  • Comprehensive Regional Services
  • Neuroscience
  • Heart Center
  • Oncology
  • Orthopedic Services
  • Women’s Services

St. Vincent Healthcare is an award-winning hospital providing person-centered care. We are People Healing People throughout the communities that we serve, especially the poor and vulnerable.



In this position, the Medical Staff Coordinator is responsible for Medical Staff activities and functions including, but not limited to, meetings and credentialing, preparing and processing applications for appointment, reappointment and privileges and maintaining the physician database and files.


Essential Duties and Responsibilities


  • Coordinates application/reapplication process,  responds to requests for initial application and verifies that the professional category is eligible for privileges at SVH
  • Participates in the communication between the CVO and the care site
  • Maintains the credentialing database with accurate and timely data
  • Requests written verification of applicant's education, experience, professional references, current and past licenses, insurance and professional liability claims history directly with the source for all applications for initial.
  • Assists medical staff leadership in the selection process for medical staff leadership
  • Orients medical staff leadership to key policies related to their roles
  • Assists medical staff leadership in the development of bylaws and related policies
  • Ensures room, food and notices for medical staff meetings and communications. 
  • Maintains, posts and distributes a medical staff newsletter and calendar
  • Maintains documentation of continuing medical staff education
  • Originates and maintains agendas, minutes and post-meeting correspondence for all medical staff committees
  • Prepares credentialing reports and action items for the Board
  • Composes and disseminates correspondence from the Board to the medical staff insofar as decisions related to credentialing, privileges and special requests
  • Orients applicants to the medical staff bylaws, key policies, medical staff structure, and performance improvement process
  • Assists with the development of annual goals and objectives for the Medical Staff Office in concert with the organization’s strategic plan
  • Assists with the preparation and monitoring of the annual budget for the department
  • Responsible for incorporating requirements into medical staff activities to comply with accreditation and regulatory standards
  • Maintain provider file security to insure confidentiality and peer protection of documents

Quality and Data Integrity:

  • Develops and implements systems which allow for the flow of information to and from medical staff committees into the performance improvement structure
  • Maintains and generates performance related data for medical staff members and functions
  • Assists with continual evaluations and improvements of medical staff administrative procedures to ensure compliance with State and Federal requirements and regulatory standards.
  • Stays abreast of and applies knowledge of applicable federal and state laws and regulations and accreditation standards
  • Monitors the focused professional practice evaluations to ensure physicians complete their requirements in a timely manner.
  • Collect and review focused professional practice evaluations and assign proctors
  • Prepare ongoing professional practice evaluation groups, schedule reporting, prepare reports for distribution, coordinate leadership review and archive data
  • Assists Medical Staff leadership in the review of ongoing professional practice evaluations for all credentialed staff.
  • Maintains medical staff software.
  • Updates and maintains facility’s information systems database for any demographic, staff category or affiliation changes.
  • Initiates and oversees provider security and interface with the EMR system
  • Oversees patient work quenes in EMR for nonstaff (referring? Providers to ensure incorporation into EMR to result and bill for services
  • Ensures expiration files for licenses/certifications, drug enforcement registrations and professional liability
  • Responsible for incorporating requirements into medical staff activities to comply with accreditation and regulatory standards
  • Coordinate orientation for providers to ensure education and policy review is completed prior to beginning practice

Medical Staff Liaison:

  • Review applicant qualifications for eligibility for medical staff membership Review policies that pertain to the medical staff and route policies to needed departments/committees and Medical Executive Committee


  • Support the communication needs of the clinical informatics team and ongoing education opportunities utilizing various methods of communication; i.e. print, email, newsletters
  • Respond to requests for information from providers, payers, associates, clinics, administration, risk management, Board of Directors, Medical Staff leadership, etc.
  • Maintains provider mail room; assigns mailboxes and providers listings
  • Provides timely responses to all downstream computer programs of provider additions, changes and deletions
  • Maintains accuracy of provider data within the call schedule program


  • Review applicant qualifications for eligibility for specific delineation of privileges
  • Review procedural case logs for compliance with required case volumes
  • Review ongoing professional practice data for issues related to current privileges and clinical practice
  • Establish criteria for focused practice evaluation and new procedures
  • Develop and maintain current delineation of privileges for each specialty and provider
  • Maintain access of clinical privileges for associates who need to verify provider’s ability to perform a specific procedure
  • Review requested privileges with Credentials Committee members and Department Chairs and provide recommendations for actions or additional reviews
  • Report adverse actions, comments and concerns to Credentials Committee, Department Chairs, Board of Directors and licensing agencies

Records Management and Database Maintenance

  • Archives minutes, supporting materials and correspondence in accordance with medical, legal, hospital policy and retention guidelines.


  • Screen prospective candidates for eligibility to the medical/allied health staff upon presentation from the recruiters

Provider Engagement:

  • Participate and assist with planning of events to improve communication, social interaction, information sharing and other activities to make the facility easy to practice
  • Maintain amenities, i.e. order, stock and support, for provider work areas and lounges

  • High School diploma or equivalent
  • Minimum of two years’ experience as a medical staff coordinator, medical staff credentials specialist, or other health administration position
  • Attainment of Certified Provider Credentialing Specialist (CPCS) or Certified Professional Medical Services Management (CPMSM) within four (4) years of employment. 
  • Demonstrated knowledge of medical terminology.
  • Strong organizational skills and attention to detail and accuracy
  • Considerable knowldege of medical staff services principles, methods and procedures, the ability to analyze administrative problems and to make approprate recommendations, the ability to develop and implement methods and procedures for improving and faciliating credentialing processes, the ability to assemble, organize and present statistical and factual information derived from a variety of original and secondary sources, and the ability to develop and implement methods and procedures for improvement
  • Cooperative working skills, leadership skills, and interpersonal skills, and the ability to deal tactfully and courteously with the general public, medical and professional staff, regulators, and fellow employees.  Must have the ability to appropriately handle a variety of problems and istuations, sometimes of a critical and urgent nature, and to maintain stricet confidentiality of sensitive information.  Must be able to handle stressful situations in a professonal manner.
  • Willingness and ability to work independently with minimal immediate supervision.
  • Strong computer skills using databases, Microsoft Office Suite, etc.
  • Must be able to read and understand legal and other regulatory documents, and to read and interpret instructions to operate various types of computer software programs and office equipment.
  • Must possess a strong command of English, both written and verbal, in order to communicate effectively with other professionals and to compose correspondence and compile reports.
Organization: St. Vincent Healthcare, Billings, MT
Primary Location: MT-Billings/Surrounding Areas-Billings
Department: SVB-Medical Staff Admin
Schedule: Full-time
Shift: Day Shift
Job Posting: 6/21/2017 11:02:30 PM
FTE: 1.0
Job Number: 16009277
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