Faculty Affairs Coordinator - Boston, United States - Brigham & Women's Hospital(BWH)

Description

GENERAL SUMMARY/


OVERVIEW STATEMENT:
Summarize the nature and level of work performed.

The Faculty Affairs Coordinator is an integral part of Department Administration requiring a high degree of independence to oversee and execute Department Administration.

This position is responsible for the coordination of processes related to Physician Credentialing/Re-credentialing, Faculty Recruitment, Faculty On-boarding and Training, Faculty Privileging, OPPE/FPPE, Conflict of Interest, and HealthStream Training.

In addition, will provide project and administrative support for the Executive Vice Chairman Clinical Affairs, the Director of Clinical Affairs and other clinic physicians as assigned.

The incumbent must be able to accomplish tasks through others, including peers, faculty, and supervisors. This requires a high degree of confidence, finesse and political acumen to be successful.

The Faculty Affairs Coordinator is expected to function with a high degree of independence, under minimal supervision, and has authority for independent decision-making as it relates to the scope of this job.

This position is expected to develop and maintain effective working relationships with the Senior Departmental Leadership, Management Team and Clinical Faculty to carry out the goals, objectives, and initiatives of the Department of Dermatology and deal with issues that are significant, sensitive, political and confidential in nature.

PRINCIPAL DUTIES AND RESPONSIBILITIES:
Indicate key areas of responsibility, major job duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.

For all positions that include direct patient care, indicate with an "X" the age(s) of all patient populations served
No Direct Patient Care
X

All age groups

Adolescence (13 to 17 years)

Neonates (birth to 1 month)

Young Adult (18 to 25 years)

Infant (1-month to1year)

Adult (26 to 54 years)

Early Childhood (12 months to 5 years)

Senior Adult (55 to 64 years)

Late Childhood (6 to 12 years)

Geriatric (65 years and up)


PRINCIPAL DUTIES AND RESPONSIBILITIES:
Continued

Principal Duties and Responsibilities

Credentialing, Privileging and Managed Care

• Manages the process and ensuring the completion of all clinical appointments and re-appointments for the physicians practicing at all clinical sites. This includes but is not limited to managing the physicians through the required steps and processes for hospital credentialing and privileging as well as laser privileges. Serves as liaison for physicians in the credentialing and managed care process. Additionally, manages the processing of the appointments at Harvard Medical School, BWH/Faulkner, BWPO, VA, Foxboro, Westwood, Dana-Farber and managed care contractual requirements.
• Maintains the relationship between various credentialing and provider enrollment offices (BWHFH, DFCI, SSH etc) as well as faculty to ensure there are no issues or delays. Responsible for the resolution of any issues.
• This requires independent decision making to ensure we are meeting Departmental and Hospital timelines.

Faculty Recruitment

• Works in partnership with Vice Chair of Academic Affairs to organize and oversee the recruitment process for the Executive Committee.
• Places advertisements as needed
• Manages applicant flow and documents where candidates are in the process.
• Manage and schedule full interview process including the preparation of materials, interview meetings with faculty and staff per candidate, scheduling of onsite visits at multiple locations, along with organizing interview dinners for applicants and department faculty.
• Provide consistent communication to applicants throughout the interview process, ensuring a positive applicant experience.
• Collect interview evaluations and submit to Department Leadership for review.

On-boarding and Training Coordination for New Faculty

• Provides direct support to the Director of Clinical Affairs throughout the on-boarding period.
• Liaise with various credentialing and provider enrollment offices (BWHFH, DFCI, SSH etc) as well as the new Faculty to ensure there are no issues or delays. Responsible for the resolution of any issues.
• Ensure credentialing paperwork for Harvard Medical School, BWH/Faulkner, BWPO, VA, Foxboro, Westwood, Dana-Farber and managed care contractual requirements is complete both correctly and in a timely fashion.
• Act as point of contact for all new faculty to answer any questions regarding the onboarding process and escalating any concerns as necessary.
• Liaise interdepartmentally with administrative staff across multiple facilities to coordinate introductory meetings with leadership.
• Maintain the Physician Resource Manual by making frequent quality checks, additions, and updates to provide the most up to date information for new hires in one place.

Ongoing Professional Practice Evaluation (OPPE/FPPE) Process

• Manages the OPPE/FPPE process for the Department.
• Works with the Director of Quality and Safety to prepare collected information for yearly chart reviews. This information is HIPPA sensitive in nature and is be redacted accordingly.
• Ensures that completed evaluations are reviewed and signed.
• On a yearly basis, provide OPPE/FPPE information to the MSCC committee regarding assessed provider evaluations and any follow up plans if necessary.

Faculty Affairs- Responsible for the management of the following areas as well as any related projects

• Renewing Medical Licenses, State and Federal Narcotics Licenses
• Manages the process for out of state licensure and re-appointments for physicians needing these types of licenses.
• Managing Physicians' MOC-D
• Managing Physicians' CME transcript, reimbursement and communication process
• Managing Physicians' CVs
• BLS/ Certification - including organizing group classes yearly for physicians who need renewal.

Conflict of Interest

• Directly supports the faculty and the Chairmen to ensure all COI reports are completed.
• Serves as a liaison between Partners Office of Interaction with Industry (OII) and faculty when conflict of interest concerns arises.

HealthStream Administrator

• Provides direct support for all Faculty and staff related to their HealthStream Assignments.
• Responsible for generating completion reports when requested.
• Track faculty and staff HealthStream assignment completions to ensure that requirements are met and helps facilitate completion.
• Liaise with hospital Brigham HealthStream administrators to troubleshoot any discrepancies that may occur due to incorrect trainings that may have been assigned.

Administrative

Facilitates meeting management requests by Clinical Vice Chair, Director of Clinical Affairs, and other clinical administrators to include, but limited to the following:

• reserving the appropriate space
• reserving necessary equipment
• ordering food
• confirming attendance
• preparing agenda
• coordinating conference call, go to meeting options
• taking minutes
• maintaining meeting materials
• managing meeting budget

Training/Mentoring:
Trains and mentors administrative assistant staff in areas of credentialing and administrative support when needed.

Support:
Provide cross coverage as needed.

Conference Room:
Responsible for managing the booking of the dermatology conference room for departmental users and hospital wide users.

Expenses:
Prepares physician purchase requisitions, reimbursements and petty cash forms. Requires knowledge of e-check and online travel and expense reimbursement.

Other Administrative Responsibilities

• Consistently meets all deadlines for deliverables or activities as established.
• Serves on departmental and/or hospital committees as assigned.
• Attends meetings representing administration at the request of the Administrator.
• Participates in Department initiatives and activities including but not limited to; Project Managers Committee, State of the Department and others as they arise.
• Maintains effective communication with the Clinical Director, Vice Chair, Clinical Managers, Physicians as well as BWH and Department of Dermatology Administration as necessary.
• Serves as an intermediary between the Department of Dermatology and other BWH Departments as necessary.
• Meets on a regular basis with the Clinical Director as well as staff, managers and physicians involved in specific projects.
• Performs other duties as assigned.

Skills/Abilities

Communication Skills:

Develops and maintains effective working relationships with management team, senior administration and medical staff necessary to carry out the goals, objectives and initiatives of the department.

Frequently initiates communication with administration, faculty and staff members to ensure the smooth operation of departmental and clinical needs; expected to handle sensitive and confidential information while displaying a high level of professionalism.

Qualifications



QUALIFICATIONS:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

• Bachelor's Degree preferred with 5+ years' minimum experience in an academic health care environment preferred. In lieu of degree, significant relevant experience will be considered.
• Knowledge of Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Microsoft Outlook, Access and use of the internet is desired.
• Knowledge of Medical Terminology helpful.

SKILLS/ ABILITIES/


COMPETENCIES REQUIRED:
(MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)

• Exceptional judgment and discretion in interacting with physicians and senior management on sensitive political and confidential issues.
• Ability to support multiple individuals with competing needs, be able to effectively prioritize work, and be a contributing team member with the willingness to assist with both routine and/or last minute projects.
• Strong organizational and communication skills both written and oral. A demonstrated ability to proofread and edit all correspondence.
• Strong interpersonal, service and negotiating skills.
• Ability to function independently and effectively under the pressure of deadlines and schedules.
• Ability to communicate effectively with a wide range of departments, medical staff and individuals at all levels both within and outside the institution.
• Ability to use personal computers and select software applications.
• Willingness to cover for other employees as the need arises.