Job Title: Medical Staff Assistant II

Company: MidHudson Regional Hospital

City/State: Poughkeepsie, NY

Category: Clerical/Administrative Support

Department: Medical Staff Admin

Union: No

Position: Full Time

Hours: Mon-Fri 8am-4:30pm

Shift: Day

Req #: 31171

Job Details:

Job Summary:

Under supervision of the Director, Medical Staff Administration, the Medical Staff Assistant II is responsible for providing support to the Director and providing support to the functions of Medical Staff Administration. Reports to the Director, Medical Staff Administration.


  • Provides reappointment application packetto practitioners six (6) months prior to expiration of appointment and privileges. Creates tracking system to ensure return of completed forms from practitioners no later than 20 days from mailing and provides results to Director.
  • Reviews and processes initial and reappointment applications for completeness and returns incomplete forms to applicant within 3 days of receipt. Demonstrates ability to recognize incomplete applications and follows-up directly with applicants to secure missing requirements. Secures logs regarding activity at other institutions and verifies same with primary source. For reappointments, addresses challenges encountered during prior process (e.g. securing of CME records, PHLs not received on a timely basis) within first two weeks and documents applicant’s involvement.
  • Secures verification of NYS registration, other state licenses including disciplinary action, OPMC, OIG activity, NPDB, and other required reports: All to be completed no later than 30 days prior to the Credentials Committee meeting and with accuracy rate of 97-100%.
  • Prepares PHL-2805, claims history, and clinical reference requests within 5 days of receiving initial or reappointment application with accuracy rate of 97-100%. Follows up within ten business days if responses are not forthcoming and every two weeks thereafter for reappointment and one week thereafter for initial appointment. Personal phone/email contact is to be made with third request (documenting all attempts) and applicant is to be personally advises at that time through to closure of the file.
  • Compares information provided by applicant with all references and other outside sources with accuracy rate of 97-100%. Works with physicians and their designees to secure any additional information to complete the credentialing process and to prepare reports for final review by Division Chair/Department Director no later than three weeks prior to the monthly Credentials Committee meeting. Contacts insurance carriers and authors of PHL information directly to resolve discrepancies and/or gather additional information concerning malpractice claims. Prepares summaries of references on own initiative and brings concerns immediately to the attention of the Director. Creates timelines (including insurance) independently for presentation to Director and Medical Staff leadership.
  • Prepares Board letters to physicians and allied health practitioners, including updating of master DOP log, by the second Monday of each month to reflect action by the Executive Committee.
  • Drafts and processes verification's of practitioner affiliations for healthcare institutions, licensing boards, managed care organizations with turn around time not to exceed 30 days from initial request.
  • Prepares reports concerning status of monitoring requirements for Division Chairmen/Department Directors and provides updates thereof to applicants. Communicates with new appointees directly and no less than once a month concerning MHRH activity and documents same so reports are available and updated on a monthly basis. Secures review forms from proctoring physicians and other necessary tools (e.g. OR logs) independently. Takes initiative to present monitoring log to Director within 45 days of prior review highlighting challenges (e.g. low volume, lack of response from new practitioners).
  • Assists in the processing of excess malpractice applications in compliance with annual requirements established by insurance carriers. Works with insurance carriers and others to prepare final roster of covered physicians by the Fall of each year. Follows-up with applicants directly to secure missing requirements, particularly new appointees of Med Staff.
  • Performs general office and support services including typing of reports; arranging meetings; assisting callers and visitors to the Department by taking messages or referring them to appropriate person/department; duplicating/collating materials; filing; and faxing. Utilizes all available resources when drafting new correspondence including reviewing past correspondence and research previously conducted. Follows-up with hand-offs to colleagues, including Director, to make sure matter was resolved.
  • Assists with projects in Medical Staff Administration, which may be of a time sensitive nature.
  • Maintains a tickler/tracking system for outstanding items, and follows through with time sensitive information. Maintains constant awareness of calendar to know what deadlines are approaching so they are met on timely basis. Should circumstances arise that prevent a deadline from being met, the Director is advised well in advance so that tasks may be re-prioritized if warranted.
  • Performs other related duties as assigned.


  • Minimum of two to three years’ current experience in a fast-paced office setting where responsibilities included multiple tasks and frequent public interaction.
  • Credentials experience preferred.
  • Good communication skills and ability to deal with multiple tasks in busy high volume/fast paced office environment.
  • Ability to function as a team member and comfortable with public contact.
  • Demonstrated ability to handle challenging customer service situations.


  • High school graduate with experience in word processing, data base management, and general office equipment.
  • Ability to safely and efficiently use desktop computer and printer, copying machines, fax machines, calculator, multi-line phone and paging systems.




If applicable, the individual performing this job may reasonably anticipate coming into contact with human blood and other potentially infectious materials. Individuals in this position are required to exercise universal precautions, use personal protective equipment and devices, and learn the policies concerning infection control.

About Us:

MidHudson Regional Hospital

MidHudson Regional Hospital in Poughkeepsie, NY, is home to the mid-Hudson Valley’s most advanced healthcare services. This 243-bed facility cares for more than 10,000 inpatients annually while performing an additional 325,000 outpatient procedures each year. MidHudson Regional Hospital operates the area’s only Level II trauma center, is home to the Redl Center for Cancer Care and Center for Robotic Surgery, and is a destination hospital for patients with serious illnesses and injuries.