Medical Staff Services Assistant

Down East Community Hospital • Machias, ME

10d

About The Position

The Medical Staff Services Assistant coordinates credentialing, appointment, reappointment, and privileging processes for practitioners at Down East Community Hospital (DECH) and Calais Community Hospital (CCH). The position maintains accurate and confidential practitioner files, verifies credentials, monitors requirements and deadlines, and supports compliance with Medical Staff Bylaws, organizational policies, and applicable regulatory and accreditation standards.

The assistant also coordinates assigned Medical Staff and service meetings, including scheduling, agenda and material preparation, meeting minutes, and follow-up actions. The role requires organization, attention to detail, independent judgment, confidentiality, and the ability to manage multiple files, deadlines, and priorities. The assistant serves as a resource on credentialing and privileging processes and communicates outstanding requirements and potential compliance concerns to appropriate Medical Staff Services leadership.

Requirements

• High school diploma or equivalent required.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and Teams.
• Strong organizational and time-management skills, including the ability to manage multiple priorities and deadlines.
• Strong attention to detail and ability to identify discrepancies or missing information in credentialing documentation.
• Ability to maintain strict confidentiality and appropriately handle sensitive practitioner and organizational information.
• Strong written and verbal communication skills.
• Ability to work independently and collaborate effectively with practitioners, Medical Staff leadership, administration, and other departments.

Nice To Haves

• Associate's or Bachelor's degree in healthcare administration, business administration, or a related field.
• Strong skills in spreadsheet management, data organization, and electronic database systems.
• One year of experience in medical staff services, healthcare administration, or a related healthcare setting.
• Knowledge of practitioner credentialing, privileging, appointment/reappointment, and regulatory requirements.

Responsibilities

• Coordinate credentialing, appointment, reappointment, and clinical privileging processes in accordance with Medical Staff Bylaws, Rules and Regulations, and organizational policies.
• Review applications for completeness and accuracy, follow up on outstanding documentation, and maintain complete, accurate, and confidential practitioner files and electronic records.
• Conduct and document primary-source verification of practitioner credentials, including licensure, education, training, board certification, professional history, and other required credentials.
• Monitor practitioner licenses, certifications, insurance coverage, and other credentialing requirements, and track expiration dates.
• Collaborate with practitioners, department and service leaders, Medical Staff leadership, administration, CVOs, and other departments to obtain documentation and resolve credentialing or privileging issues.
• Coordinate Medical Staff committee and service meetings, including scheduling, agenda preparation, meeting materials, minutes, and follow-up actions.
• Monitor credentialing and privileging activities for compliance with CMS, state, accreditation, and organizational requirements.
• Maintain reliable attendance and punctuality and perform duties safely in accordance with organizational policies, procedures, safety standards, and the Code of Conduct.
• Perform other relevant duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED