Medical Staff Serv Coordinator

Coordinates and supports all activities related to Medical Staff meetings and services. Responsibilities include preparing agendas, attending meetings, assisting department chairs, and ensuring timely follow-up on all action items. Oversees administrative functions such as physician orientation, compliance monitoring, and serves as a key liaison between Medical Staff Services and internal/external stakeholders.

Core Responsibilities

Medical Staff Meetings

• Develops agendas and prepares meeting minutes in accordance with departmental policies.

• Attends and assists in facilitating Medical Staff Department and Committee meetings.

• Ensures timely distribution of meeting schedules, materials, and action items.

• Communicates meeting outcomes and directives to relevant hospital departments and Medical Staff groups.

• Prepares, circulates, and tracks approval of revisions to Medical Staff Bylaws, Rules & Regulations, Policies, and Plans.

• Uploads approved documents to the intranet and communicates updates accordingly.

Medical Staff Administration

• Maintains the monthly Medical Staff calendar and distributes it organization-wide.

• Coordinates orientation schedules for all new physicians in collaboration with internal departments.

• Prepares orientation materials and ensures consistency across departments.

• Manages the master meeting schedule and maintains accurate contact and distribution lists.

• Coordinates annual Nominating Committee meetings and assists with Medical Staff elections.

• Sends official notices and communications via the Medical Staff Notice system as needed.

Medical Staff Compliance Monitoring

• Oversees the billing and collection of annual Medical Staff dues in accordance with Bylaws.

• Tracks and reports meeting attendance to ensure compliance.

• Distributes and monitors completion of required documentation, including HIPAA, Code of Conduct, and Corporate Compliance forms.

• Collaborates with Employee Health to ensure compliance with annual flu vaccination requirements.

• Conducts annual updates to Medical Staff contact information and ensures system accuracy (e.g., MD-Staff, Cerner).

• Prepares and disseminates quarterly physician satisfaction reports (e.g., Press Ganey).

Medical Staff Office Operations

• Coordinates monthly physician recognition programs (e.g., “Hey Doc You Rock”).

• Maintains up-to-date knowledge of Medical Staff Bylaws, policies, and regulatory standards.

• Oversees catering and logistics for Medical Staff meetings, events, and special functions.

• Assists in planning and executing events such as chairman dinners and other informational meetings.

Organizational Responsibilities

• Actively participates in department meetings and remains accountable for shared information.

• Completes all mandatory training, competencies, and health screenings within required timeframes.

• Maintains all necessary certifications and adheres to regulatory standards.

• Demonstrates flexibility with work hours and adapts to changing departmental needs.

• Supports overall departmental effectiveness and performs additional duties as assigned.

• Embodies The Beacon Way by:

  • Leveraging innovation

  • Cultivating talent

  • Embracing continuous improvement

  • Driving accountability

  • Utilizing data to improve and advance

  • Communicating clearly and consistently

Qualifications

Education & Experience

• High School Diploma or equivalent required.

• 1–2 years of related administrative or Medical Staff Services experience required.

• Experience in customer service and proficiency with word processing software are preferred.

• CPCS certification through NAMSS is recommended.

Knowledge & Skills

• Basic knowledge of accounting and bookkeeping is a plus.

• Proficient in general secretarial functions, including word processing and transcription tools.

• Strong communication, organizational, and time management skills are essential.

Working Conditions & Physical Demands

• Routine use of computers may result in occasional eye strain.

• Role involves intermittent sitting, standing, and walking.

• Minimal physical exertion is required.