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SSM Health Medical Staff Services Assistant in St. Louis, Missouri

Medical Staff Services Assistant


The Medical Staff Services Assistant supports to Medical Staff Services operations with the day to day workflow which includes requesting and processing of medical staff credentialing information, license renewal processing, scheduling and facilitating new provider orientation, coordination of site visits and interviews, new hire, termination and change of status processing, and Vistar system updates and processing of other confidential information. The Medical Staff Services Assistant also provides administrative support to the Director and Manager of Medical Staff Services, and other Medical Staff Services staff. In this role, the Medical Staff Services Assistant interacts with medical staff and individuals at the executive and management level at Dean and other healthcare organizations.


Reports to: System Director of Physician and Provider Recruitment

Interrelationships: Works closely with System Recruitment Council, System/Regional

Human Resources Vice Presidents, System and Network Executives, Marketing

and Communications, Hiring Managers, Talent Specialists, Technology Teams,

System Vendors and other System/Regional/Entity staff as needed


  1. Facilitate credentials information for all new medical staff, including verification of training, obtaining references, employment and hospital privilege information, malpractice history verification, and confirmation of licensure and DEA certification.

  2. Verify that credentials paperwork is completed thoroughly and timely by reviewing paperwork for missing information, researching issues or concerns, and following up with the candidate, recruiter, educational institutions, past employers, hospitals and insurance companies as necessary.

  3. Accurate and timely data entry into Vistar of demographics, credentialing and licensing information for new medical staff.Update and maintain information as necessary.

  4. Obtain and process caregiver and criminal background checks as required by law.

  5. Schedule individual andmultiple day orientation for new medical staff member.Coordinate calendars of multiple individuals to ensure scheduled orientation times and distribute schedules to appropriate individuals.

  6. Assemble and send out new employee paperwork packet. Monitor return of paperwork.Review and follow up with new medical staff member for any missing information to ensure accurate and timely entry into Vistar in order to meet department and payroll deadlines.

  7. Initiate, monitor and maintain record of proctors for procedural credentialing and training. Facilitate paperwork related to Procedure Suites credentialing and Procedural credentialing. Complete and maintain procedural credentialing files for individual medical staff members, ensuring that licensure, certification, signatures and other miscellaneous documents are accurate and up to date.

  8. Monitor license and certification renewals for Medical Staff.Apply for and submit license and certification renewals, confirming that renewal application is accurate, complete, and submitted prior to expiration of existing license/certification.

  9. Facilitate shareholder track and SMDV physician multi-step evaluation process with Medical Directors, Site Chiefs and Administrators which includes gathering evaluation information with regard to physician production, metrics data, patient satisfaction data, appropriate forms and other supporting data.

  10. Develop and coordinate candidate itineraries, including arranging flights, car rental, hotel accommodations, meetings with medical staff and management/executives, hospital and community tours, lunch, dinner and catering arrangements.

  11. Ensure that departmental medical staff, Administrators, and Executives involved in the interviews receive an accurate and complete packet for scheduled medical staff interviews, including a copy of the interview itinerary, candidate CV, and interview report.

  12. Facilitate credentialing applications for outreach privileges to ensure privileges are granted in a timely manner.This includes requesting privilege packet from appropriate entity, completion of application using information from Vistar database, sending completed application to medical staff member for review and signature, submitting to appropriate entity for processing and monitoring progress.

  13. Provide administrative support to Medical Staff Services Director, Manager and Specialists as it relates to recruitment and credentialing processes and assists with special projects as needed.

  14. Maintain up to date procedural manual for the position.

  15. Maintain knowledge on laws governing backgroundchecks and credentialing.

  16. Performs other duties as assigned.


  1. High school diploma or equivalent with two years of additional schooling and/or training, with a minimumof 3 years of administrative assistant experience OR a Bachelor’s degree in Business Administration or Human Resources, with a minimum of 6 months administrative assistant experience.

  2. Proficient computer skills to utilize Microsoft Office products and Vistar database.

  3. Strong written and verbal communication skills, with the ability to effectively communicate detailed information to all levels of the organization.

  4. Strong organizational and time management skills to adjust to variable workload volume, quickly changing priorities and to meet tight deadlines.

  5. Ability to proactively identify and recommend solutions for process improvement within the function.

  6. Ability to actively listen and respond in a positive manner.

  7. Ability to participate in projects and complete assigned tasks accurately and on time.


1. Experience in health care field a plus

SSM Health complies with applicable Federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability or sex