Medical Staff Operations Coordinator

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Full Time Hourly Administrative Providence, RI, US

2 days ago Requisition

The Medical Staff Operations Coordinator plays a critical role in ensuring seamless scheduling, operational coordination, and executive‑level administrative support for medical staff across Palliative Care (hospital, clinic, and community‑based settings) and Hospice. This role co‑leads with Medical Staff Leadership the design, implementation, and ongoing management of a comprehensive scheduling platform; manages medical staff coverage needs; and serves as the operational and organizational support partner to Medical Staff leadership.

The position coordinates for medical staff operations, supporting leadership through meeting participation, documentation, follow‑up action, and alignment of departmental and organizational policies and processes. Strong data, technical, organizational, and project management skills are essential, along with expertise in navigating electronic health records and supporting workflows. The overarching goals of this role are to support the efficient and effective delivery of consistent, high‑quality patient care by Hope Health’s medical staff and to strengthen team’s engagement, effectiveness, and alignment of the medical staff.

• Coordinate and manage three existing staffing schedules
  • weekday, weekend, holiday, and overnight on‑call coverage for hospice and palliative care providers
  • weekday hospice provider scheduling for 7 outpatient teams and the 30‑bed inpatient unit (Hulitar Hospice Center)
  • palliative weekday and weekend schedule across 14 care sites
• In collaboration with Medical Staff leadership, design, build, implement, and maintain a scheduling platform supporting physicians and advanced practice providers across palliative (inpatient, outpatient, and community‑based sites) and hospice, bring existing calendars and on‑call schedules built in Excel into Shiftboard, a scheduling platform
• Ensure accurate alignment of schedules across scheduling platforms and the organization’s electronic health record, including updates for non‑working days, alternate assignments, and cross‑coverage for home and long‑term care palliative providers
• Coordinate communication with medical staff, clinical leaders, and clinical teams regarding coverage needs, schedule changes, and contingency planning.

• Provide executive support to Medical Staff leaders, supporting prioritization, organization, and operational follow‑through.
• Attend Medical Staff leadership, operational, and project meetings, as assigned.
• Prepare meeting agendas and materials in collaboration with leaders.
• Document meeting discussions, decisions, and action items and ensure timely follow‑up and completion.
• Track and coordinate action items across initiatives and work groups to support accountability and progress.
• Assist Medical Staff leaders with preparation for meetings, presentations, and communications
• Support initiatives to improve medical staff engagement, operational efficiency, and consistency of care delivery.

• Provide administrative support for the Medical Staff Office
• Tracking, processing, and reconciling reimbursement requests.
• Assist with onboarding logistics related to scheduling orientation and shadowing experiences, ensuring new medical staff, and new hospice and palliative fellows are accurately built into scheduling…