This position provides coordination of office flow and activities and facilitates credentialing processes in collaboration with internal administrative teams. Specifically, the role coordinates clerical credentialing duties related to faculty and allied health professionals. The position supports the coordination and maintenance of files and data activities in an efficient manner while assisting staff as needed. Additional clerical support may be provided as required.
This position provides analysis and complex administrative and credentialing support to USC Care Advance Practice Providers (USCAPP) and Keck Community Medical Group (KCMG). The position provides coordination of office flow and activities and facilitates credentialing activities in conjunction with Medical Staff Administration, Human Resources, USC Care Medical Group, and the Offices of Academic Affairs. Specifically, this position coordinates clerical credentialing duties related to USCAPPs and KCMG. The position offers support in coordinating and maintaining data activities in an efficient manner and assisting the department staff. Provides other clerical support as needed.
Essential Duties:
- Document Management: Responsible for managing the expiring document process prior to updating the provider database. Verifies current license, malpractice insurance, DEA certification and other applicable certifications. Contacts practitioner prior to expiration of documents, notifies department coordinators/administrators and/or facilities of impending expirations. Responsible for the accurate data entry and image scanning. Data verified and entered accurately 95 % of time. Measurement – Queries performed prior to expiration 98% of time - Data entered/updated within 3 days of receipt. Sends notification of any provider(s) suspended due to expired credentials to department Manager/Director, Hospital Departments, provider’s Department coordinator, provider’s Chair/Chief. Updates suspension status at such time as the updated documentation has been obtained and verified.
- Ongoing Monitoring Reports: Reviews all applicable State Licensing Board Reports (all boards for which we have credentialed providers) monthly to determine whether any unfavorable actions were taken, including but not limited to Medical Board of CA, Osteopathic Medical Board, Dental Board of CA, Board of Registered Nursing, Board of Pharmacy, Clinical Psychology, Physical Therapy Board, Occupational Therapy Board, Nurses etc. Notifies management of any Red Flag reports identified. Maintains electronic and/or paper copies of State Licensing Board Reports each month for future review and reference.
- Accreditation: Maintain current understanding of Joint Commission, NCQA, Title 22, CMS CoPs and ACGME standards for institution program accreditations. Maintains current knowledge of State and Federal confidentiality laws affecting physician and house staff record keeping. Helps prepare institution for site visits and coordinates internal review process by reviewing data/file requests, pulling and reviewing files and updating files and documents as needed.
- Initial Application and Reappointment Application Dissemination/Processing: Processes initial application requests for initial applications from clinical departments. Assists the Credentials Coordinator to send out Missing Items communication to the practitioner. Assists the Credentials Coordinator communicate status of the initial/reappointment applications. Assist candidates through the various stages (testing, credentialing and licensure) with the goal of minimizing the amount of time it takes for a candidate to complete the process Utilize persuasive language to convince potential candidates to act on pending items Collaborate with team daily to discuss progress and any other issues Communicate with and prepare paperwork for third parties, including licensing boards, credentialing agencies, and testing authorities. Develop strong working relationships with third parties. Assist the Credentials Coordinator to prepare credentialing documents/privileges for electronic signature and help create workflows as necessary.
- Other Duties: Answer all incoming calls in a timely manner, provides courteous and professional phone support with excellent customer service Performs data entry and clerical work; i.e. copying, manual and electronic filing, document preparation, auditing, etc. as assigned. Responsible for the accuracy and integrity of work product while performing diverse administrative clerical duties for the department, including data entry. Responsible for ordering and maintaining office supplies; coordinating care and maintenance of departmental space and equipment. . Provides and maintains a file system that allows for easy retrieval of information. Assists the management with the day-to-day administrative operations in the departments Works collaboratively in dissemination of provider data across the enterprise and externally as needed, including, but not limited to IT, Quality & Outcomes, Compliance, Pharmacy, Call Center, HIM etc. Supports that planning and development of documentation (agenda, minutes, reports, etc.) for Department as assigned at the Director's discretion. This includes, but is not limited to, sending meeting notices, attending meetings, preparing agendas, meeting packets, minutes, reports, sign in sheets and follow up correspondence as required. Other duties as assigned.
Required Qualifications:
- Req High school or equivalent
- Req Specialized/technical training Graduate Medical Education program experience preferred.
- Req 1 year Minimum of one year of administrative experience in an acute care facility or large healthcare organization preferably in a credential or medical support service
- Req Working knowledge of Information systems, Medical Staff credentialing, and/or multi-specialty
- Req Excellent skills in use of personal computer software programs including but not limited to Outlook and meeting scheduling, MS Word, PowerPoint, and Excel.
- Req Strong organizational and time management skills required.
- Req Must work well under pressure with frequent interruptions; multi-tasking.
- Req Must have excellent verbal, written and persuasive communication skills,
- Req Ability to work independently and with minimal direction.
Preferred Qualifications:
- Pref Knowledge of medical terminology.
- Pref Knowledge of Regulatory Requirement and Credentialing process
- Pref Experience in credentialing or state licensure application filing
- Pref Certification - Job Relevant Valid CPMSM or CPCS by the National Association of Medical Staff Service preferred
Required Licenses/Certifications:
- Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
The hourly rate range for this position is $25.00 - $39.69. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to theBackground Screening Policy Appendix Dfor specific employment screen implications for the position for which you are applying.
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at [email protected]. Inquiries will be treated as confidential to the extent permitted by law.
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Administrative & Executive Assistance (2)