Credentialing Assistant

ST. CHARLES HEALTH SYSTEM

JOB DESCRIPTION

TITLE: Credentialing Assistant

REPORTS TO POSITION: Director of Medical Staff Services

DEPARTMENT: Medical Staff Services

DATE LAST REVIEWED: September 18, 2025

OUR VISION: Creating America’s healthiest community, together

OUR MISSION: In the spirit of love and compassion, better health, better care, better value

OUR VALUES: Accountability, Caring and Teamwork

DEPARTMENT SUMMARY: St. Charles Health System’s Medical Staff Services Department is the gatekeeper of patient safety within the healthcare industry. The professionals working in Medical Staff Services serve as the experts in matters of credentialing/privileging and medical staff governance within the healthcare community. This foundation is the basis upon which safe and quality care can be assured for patients.

POSITION OVERVIEW: The Credentialing Assistant supports departmental activities to ensure quality in conducting, maintaining, and communicating physician credentialing, privileging, and source verifications. Serves as a resource to, and collaborates with, others to advance the quality of practitioners and patient safety of the facility. This position does not directly manage any other caregivers.

ESSENTIAL FUNCTIONS AND DUTIES:

Provides administrative support to the Medical Staff, Physician Leadership, and department under the direction of the Medical Staff Services Director, with an exceptional customer-oriented attitude and the highest standards of professionalism while maintaining strict confidentiality of sensitive and protected information.

Reviews application requests to ensure criteria are met and initiates the verification process, audits files for completion and communicates with providers and other stakeholders regarding application status and additional information/documentation needed to complete the verification process.

Ensures complete and accurate entries in the credentialing database.

Assists with coordination of medical staff committees including compiling agenda material, accurately documenting minutes, following regulatory requirements, generating follow-up correspondence, researching and preparing information for medical staff leadership, and strictly protecting credentialing and peer review confidentiality.

Assists providers and other stakeholders with a variety of security requests, including Identification badges, specific hospital department and IT access such as Imprivata and ScrubX.

Manages the department’s needs to prevent interruptions to the team’s work, including maintenance of supplies, environmental cleanliness, and professional appearance.

Arranges, and plans for departmental meetings, in conjunction with Departmental leadership.

Monitors and updates licenses, DEA Certificates, malpractice Insurance, and other certificates required of the Medical Staff to maintain privileges.

Serves as a generalist within the department backing up all members of the team as needed to support the Medical Staff and other Medical Leaders.

Maintains knowledge of the operation and function of hospital departments; serves as general informational resource of Medical Staff, general public, and hospital departments.

Answers incoming telephone calls, assists callers, takes messages or refers callers to appropriate person/department.

Performs various administrative duties including but not limited to: filing and organizing, scheduling, transcribing meeting minutes, data entry, maintaining web sites, and assisting with components of the credentialing process.

Communicates relative information to providers, establishes necessary files, and performs appropriate data entry per established workflows, along with executing and maintaining detailed processes.

Supports the vision, mission, and values of the organization in all respects.

Supports Lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.

Provides and maintains a safe environment for caregivers, patients, and guests.

Conducts all activities with the highest standards of professionalism and confidentiality.

Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.

Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.

May perform additional duties of similar complexity within the organization, as required or assigned.

EDUCATION

Required: High school diploma or GED

Preferred: Some college

LICENSURE/CERTIFICATION/REGISTRATION

Required: N/A

Preferred: Certified Professional Medical Services Manager (CPMSM) and/or Certified Provider Credentialing Specialist (CPCS)

EXPERIENCE

Required: N/A

Preferred: Minimum of 2 years experience in healthcare setting and/or medical staff services credentialing.

PERSONAL PROTECTIVE EQUIPMENT

Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.

ADDITIONAL POSITION INFORMATION:

Must have a basic working knowledge of medical terminology. Must demonstrate excellent capability in PC-based office applications (Microsoft suite: Word, Access, Excel, PowerPoint), electronic mail, etc. and demonstrate proficiency in document preparation. Must be able to communicate positively (both written and oral), effectively, and accurately using correct English grammar and punctuation. Must demonstrate competence in organizational, analytical, and planning skills. Must demonstrate technical skills and accuracy while performing detailed work. Must be able to work effectively and efficiently with minimal supervision.

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