UPMC Altoona is currently seeking a highly organized and experienced professional to serve as Director of the Medical Staff Office. This leadership role is responsible for overseeing all administrative and operational functions of the Medical Staff and Medical Education departments, ensuring compliance with regulatory standards, and supporting the strategic goals of the medical leadership team. This role will supervise all office personnel in the Department, administratively assist with various duties of the Officers of the Medical Staff, the Vice President of Medical Affairs, Medical Education Chair, the Medical Staff and Administration, and act as a source of information for the Medical Staff and directs inquiries for proper resolution.We are seeking a highly qualified candidate with demonstrated expertise in process improvement, strategic leadership, and effective communication. The ideal individual will possess exceptional organizational skills and a strong aptitude for adapting to evolving technologies. This position supports a network of over 1,300 providers, oversees direct reports, and participates in high-level meetings. Therefore, maintaining strict confidentiality and exhibiting the highest level of professionalism are essential. Responsibilities:
Directs the Credentialing/IT Specialist & Medical Staff Administrative/Credentialing Assistant s in the Credentialing procedures for new applicants, advancements, increases/decreases in privileges, in accordance with policy for same. Responsible for Credentialing Process for Surgery Center; work with Credentialing-IT Coordinator in carrying out this function. Ensure proper credentialing for all contract services, e.g. Transplant Team.
Supervises Medical Staff/Medical Education Department personnel; maintains job descriptions, conducts annual evaluations; handles all departmental personnel issues.
Directs the process for obtaining information for the various depts. of the Hospital and Med Staff for preparation of official reports to the JC, PA Dept. of Health; AOA, as requested , and verifies for accuracy and completion.
Reviews initial applicants/ reapplicants to the Medical Staff as special reviews may be necessary with the appropriate Staff Officers, Administration, Board of Directors, and involved Med Staff Departments/Committees.
Work Vice President of Medical Affairs and Medical Staff Officers in developing department goals/objectives. Work with Sr. VP, Quality/Medical Affairs and Medical Staff Officers in development/maintenance of OPPE/FPPE process for the Medical Staff. Assist Hospital Consultants in providing information needed for the Medical Staff Development Plan.
Review administrative reports and verify accuracy, including Accounts Payable, time code/labor distribution reports, Kronos time sheets, position control hours, monthly. Bi-weekly Payroll completion. Attend the Hospital Directors Forum monthly; conducts departmental meetings monthly.
Coordinates & supervises the CME Program for the Hospital/Medical Staff in accordance with PMS Essentials for Category I providers. This includes participation in the planning and oversight of all programs, secretarial functions, policies & procedures, Medical Education Committee functions as directed by the Vice President of Medical Affairs and Medical Education Committee Chair . Coordinates Physician Assistant/ other APP program rotations with the various programs; review contracts, provide guidelines and ensure adherence to same by the programs that we are affiliated with.
Supervises arrangements for Medical Staff/Med Education conferences/meetings requiring services of Nutrition Services, Environmental Services, Administration, and various other Hospital departments/personnel. Coordinates & supervises special social functions of Medical Staff or Medical Education as required.
Responsible for supervising, organizing, and assisting with the work of the Medical Staff Executive Committee and Leadership Council to include attendance at and recording minutes for all meetings. Conducts follow-up of all unfinished business items and assists physicians in completion of items for presentation of items to be presented to the committee. Prepares all Executive Committee correspondence in conjunction with the Officers of Med Staff or Vice President of Medical Affairs. Maintains a permanent filing system for the same.
Assist in preliminary, formative development of various projects undertaken by the Medical Staff and Administration. Establishes procedure(s) and supervises the proper performance of all duties of new projects pertinent to the Medical Staff/Medical Education Dept.
Supervises computer operations for the Department. Supervises release of information for reports to outside agencies, other hospitals, regional medical programs, various departments of the Commonwealth of PA, Staff Committees, and other requesting parties.
Attends & participates in all regulatory review meetings for the Hospital, Medical Staff and Surgery Center (upon request.) Active participant in the JC Task Force. Assist Vice President of Medical Affairs in keeping Medical Staff apprised of changes in standards.
Performs similar duties as Executive Committee procedure noted above for special meetings of the Medical Staff, as directed. Assigned to attend all meetings not assigned to another secretary, especially those conducted after regular business hours.
Responsible for attending CPI Committee meetings. CPI responsibilities include oversight that meetings are held by all Medical Staff Departments/Committees and appropriate documentation is recorded in minutes of same by the respective secretaries for each department/committee. Work with CPI Coordinator, Vice President of Medical Affairs and Medical Staff Administrative Assistants to ensure the smooth operation of this process.
Administratively assists Vice President of Medical Affairs. Administratively oversees preparations and final reports for the Medical & Quality Affairs Committee of the Board quarterly.
Attends various other Comm. Meetings of the Med Staff take/composes minutes; maintains attendance records, correspondence, and continuous follow-up of agenda items. Functions as liaison for Institutional Review Committee requests in conjunction with the UPMC system coordinator.
Prepares annual budgets for the Department. Prepares Medical Staff Fund Annual Budget.
Develops and supervises the maintenance of Medical Staff/Medical Education filing system for the Department. Includes storage of correspondence, permanent physician/APP records, administrative reports, personnel records, and other miscellaneous documents/reports as pertain to this department; maintains files of a confidential nature; cross-indexes items as required.
Educational and Knowledge Requirements
Degree in Business Administration is preferred, or equivalent on the job experience in a medical staff office.
Minimum of five (5) years of administrative experience in a Graduate Medical Education office or academic department.
Ability to handle interactions and establish and maintain effective relationships and communication with diverse entities including individual physicians, Allied Health professionals and a broad range of agencies and organizations.
Ability to maintain confidential information and adhere to established policies even under pressure of coercion.
Managerial skills to oversee subordinates and to manage office. Strong organizational and planning skills.
Knowledge of federal, state and local laws applicable to Medical Staff Services. Knowledge of JCAHO and State Department of health accreditation requirementsLicensure, Certifications, and Clearances:
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UPMC is an Equal Opportunity Employer/Disability/Veteran
