Job Title: Credentialing Coordinator
Location: Case Main Campus
Full/Part Time: Full-Time
Job ID: 8792
Job Description POSITION OBJECTIVE
The Credentialing Coordinator is responsible for a student-centered approach in providing service maintaining current credentials (completion of required forms, training, certifications) of all active and registered health professional students in the Medicine career path, including students in the MD Program, Physician Assistants Program, and Master of Science in Anesthesia program. The Credentialing Coordinator is primarily responsible for streamlining and simplifying the clinical onboarding process for our health system affiliated hospitals to maintain compliance at all times with all school, hospital, state, federal, and accreditation requirements, and regulations for clinical student educational activity at the health system affiliated hospitals (Cleveland Clinic, University Hospitals Cleveland Medical Center, Metro Health Medical Center, Veterans Affairs, St. Vincent Charity Medical Center and others).Serve as the primary point of contact for all aspects of the credentialing and onboarding process internally and externally for the School of Medicine for students, student hospital coordinators, staff and/or leaders of other departments that conduct specific training. ESSENTIAL FUNCTIONS
Manage credentialing and onboarding process to ensure students meet specific requirements for affiliate hospitals sites and begin clinical rotations on time and without issue. Manage and coordinate the complex and multi-faceted responsibilities/lifecycle for meeting credentialing and onboarding requirements of 1,000+ actively enrolled health professional students in all academic programs at the School of Medicine across multiple entities which includes MD Program, Physician Assistants Program, and Master of Science in Anesthesia program. Provide critical administrative support to our affiliated hospital sites with one system of record for verification thereby immediately increasing the integrity and efficiency of the overall compliance system (35%)Create a centralized database system to track requirements and support other data systems in the School of Medicine. Develop amongst all entities in collecting and sharing confidential, protected student information as seamlessly and efficiently as possible. Provide input and recommendations to improve the compliance process. Identify opportunities to streamline the credentialing process and advocate for the secure sharing of confidential information, such as immunization data and completion of dates of student requirements. (25%)Maintain information and assure accuracy of data and awareness of how data is connected to other student information. Ensure that queries and dashboards are monitored for changes and updates, validate data for accuracy and troubleshoot technical issues. Work regularly with highly sensitive and confidential information. Monitor data on a timely basis as needed and report out to institutions (such as the annual VA attestation for the Training Qualifications and Credentials Verification (TQCVL)) Work collaboratively with the School of Medicine Registrar and leaders and staff of other systems and groups such as Utech, Registrar SIS team, and School of Medicine Academic Computing to assure that internal data and systems are up-to-date, create new queries, reports and dashboards to feed from one system into the central database, collect completion of requirements from other entities (such as collect OSHA and mask fit completion from Case Western Reserve University Environmental Health Services (EHS) and immunization information from student health).
Manage the annual process for all incoming (new) students, work closely with Admissions to update the Accepted Central website annually to begin the initial requirements for enrollment; (15%)Financial Responsibility Agreement (FRA), immunization student record update, information for clinical activity at the VA (if applicable for federal requirements such as selective service and immigration status), hospital information form for different affiliated health hospitals as needed (e.g., for hospital ID badges, access to hospital systems), completion of OHSA, HIPAA, and Consent To Release Background and Immunization Information, mask fit test, coordinate mask fit test with EHS, and ordering of masks with the Office of Resiliency. Conduct orientation sessions and student presentations to transition to clerkships, creating instructional documents, sharing hospital forms, and create and maintain an informational website page from the School of Medicine Registrar’s website).Work closely and independently with different departments on campus to coordinate annual training and clinics for students to complete requirements such as Bio Laboratory Safety training with the Sim Center, Tuberculosis and flu clinics with Student Health, and OSHA and Mask Fit Test with Environmental Health Services. Ensure that all students complete requirements and annual requirements do not expire such as TB, flu, HIPAA, and OSHA for all students.Perform annual immunization compliance process every Fall, and then monitor weekly for students who have expiration dates that are about to expire or have expired and follow up with students or individual program directors to enforce compliance. Act as a knowledgeable resource to troubleshoot student inquiries (which office or department to contact, actions needed to be taken). Monitor for lapses in professionalism, notify Society Deans, track and report repeated offenses through the established process for submitting early concerns to the assessment office. Work closely with Society Deans as needed to recommend corrective action and implement consequences as appropriate (such as delay clinical rotation, complete remediation or reflective activity as appropriate). Generate additional reports as necessary to monitor progress and provide status updates or perform institutional attestations as requested such as the annual VA attestation for the Training Qualifications and Credentials Verifications Letter (TQCVL). (15%)Develop collaborative relationships and work closely with faculty and clinical coordinators at affiliate hospitals to interpret and understand credentialing and onboarding requirements for each location, requirements completed at the hospital or other sites, and receive completion dates. Advocate for changes to streamline processes and the secure sharing of confidential information. Discern when requirements must be met and incorporate into the onboarding process. (10%) NONESSENTIAL FUNCTIONS Perform other duties as assigned. (<1%) CONTACTSDepartment: Daily contact with School of Medicine Registrar and department staff; regular contact with School of Medicine leadership team including Society Deans to coordinate clinic dates, communication of student’s expectations, updating student policies, making recommendations for new policies or processes, monitoring student completion, and reporting lapses in conscientious behaviors (professionalism) as an early concern.
University: Regular contact with faculty, society deans, assistant clinical deans of affiliate hospitals, Committee Chairs, administrators, directors and staff within other departments and schools of Case Western Reserve University. Work closely with the Society Deans, Student and Curricular Affairs departments, faculty, other SOM staff to coordinate training and clinic dates within the academic schedule and determine best ways to share and communicate expectations proactively to students.External: Moderate contact with faculty, administrators, directors and staff within the affiliated hospitals: University Hospitals Cleveland Medical Center, Metro Health Medical Center, the Cleveland Clinic, the Louis Stokes Cleveland VA Medical Center, and St. Vincent Charity Medical Center. Contact with non-affiliated hospitals to exchange information. Students: Regular contact with all students enrolled in a Medicine career at Case Western Reserve University School of Medicine to exchange information. SUPERVISORY RESPONSIBILITYMay direct the work of students QUALIFICATIONSExperience: At least 5 years in an office setting or related experience required. Experience in a clinical administrative setting preferred. Familiarity with university and hospital credentialing and onboarding requirements that include but are not limited to federal and state regulations, such as FERPA, HIPAA and VA specific requirements preferred.Education/Licensing: High School education required. Bachelor’s degree preferred. REQUIRED SKILLS
Ability to understand the integration of operational and functional aspects of credentialing requirements with other systems.Ability to work with, elicit cooperation from, and read communications styles of staff, faculty and other professionals who come from a broad spectrum of disciplines, technical and educational backgrounds.Understand the importance of confidentiality and accuracy of records, attention to sharing, organization, storage, archiving and destruction of information. Professional and effective verbal and written communication skills.Strong interpersonal skills: ability to work and communicate with various individuals from a broad spectrum of disciplines, technical, and educational backgrounds within the department, school and university, and with individuals outside the university. Ability to handle all telephone calls and written correspondence in a professional, helpful, courteous, and efficient manner.Ability to create and maintain databases.Proven ability to work with a high level of maturity and judgment, professionalism, and discretion.Strong organization skills: ability to multi-task, prioritize and give attention to detail in order to complete tasks and meet multiple deadlines. Effective project management skills.Ability to work with sensitive information and maintain confidentiality.Proven ability to follow through on assigned projects and provide timely follow-up with appropriate individuals.Ability to work proactively with a high degree of independence, and effectively within a team.Ability to conform to shifting priorities, demands and timeline, and flexibility to respond to project adjustments and alterations promptly and efficiently.Ability to problem-solve effectively; developing and implementing alternative solutions as needed.Strong writing skills, including creative and business writing, editing and proofreading.Ability to learn, operate, and troubleshoot existing and new office technology.Must demonstrate proficiency in software programs such as Microsoft Office (Word, Excel, PowerPoint, Publisher), database applications, and with internet navigation.Ability to interact with colleagues, supervisors, and customers face to face and via video conferencing.
WORKING CONDITIONSTypical office environment. Due to the nature of some events (such as class meetings), must be able to work some evenings and weekends. Diversity Statement
In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.
Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.
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