Provider Onboarding Coordinator

Stratford, CT
Mar 1, 2019

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

Summary:
The Physician Onboarding Coordinator is responsible for all aspects of the new provider onboarding & implantation processes. This includes facilitating the Medical Staff Administration & Payer credentialing process, coordination of orientation and EPIC training, communication to all impacted departments with updates on provider onboarding statuses and progress as well as processes related to practice closures, relocations, and provider separations. The Physician & APC Onboarding Coordinator will also assist with direct communication to new hire providers to ensure onboarding efficiency and timeliness. The Physician & APC Onboarding Coordinator will work with NEMG Business Development and or Operations to ensure physician practices move seamlessly into NEMG. This is a complex position, as it requires specific knowledge of the legal requirements of providers (as it pertains to licensing in 3 states), payor/insurance requirements as well as the Medical Staff Office Administration By-Laws for each YNHHS deliver network. This position will be primarily based at NEMG Administration Office and travels to practice sites as needed.

Responsibilities:
  • 1. Maintain an accurate and comprehensive onboarding process working with various departments across YNHHS such as, operations, legal, risk management, YNHHS medical staff administration department, payer enrollment vendor & marketing to ensure continuity and continued enhancement within NEMG.
  • 2. Works to advance the positioning of NEMG as an Employer of Choice, as evidenced by its positive
    onboarding/new hire relationships, organization's values, and commitment to service excellence and process improvements.
  • 3. Develops relationships with key liaisons at each YNHHS delivery network with the purpose of developing a consistent and hospitable onboarding roadmap for all newly hired providers which is to be facilitated by Physician & APC Onboarding Coordinator
  • 4. Collaborates closely with physician recruiters, various YNHHS departments and payer enrollment vendor to forecast onboarding timeline. Communicates regularly with liaisons regarding timeline of hire.
  • 5. Maintains oversight of day to day functions, coordinates the work assignments of, and contributes to the performance evaluation of Onboarding Associate(s)
  • 6. Serves as physician liaison and point of contact for all new providers including PSA?s (Professional Service Agreement Providers), vendors and NEMG departments that pertain to newly hired providers.
  • 7. Manages list for all NEMG moves, consolidations & new practice locations - lists are distributed and utilized by IT, EPIC, Real Estate, Operations and Legal
  • 8. Manages provider enrollment process and follows up with YNHHS Medical Staff Administration Department and Payer credentialing vendor to communicate new NEMG practice and go-live date.
  • 9. Provides medical staff & payer credentialing information and detailed instructions to provider immediately following signed offer letter or employment agreement. Responsible for ensuring the successful completion of all processes related to new providers obtaining payer credentialing.
    Responsible for ensuring providers complete pertinent paperwork for various departments including Marketing, Malpractice Insurance Applications, Delegated Credentialing
  • 9.1. Works with new providers to ensure that payor enrollment paperwork is submitted in a timely fashion
  • 9.2. Responsible for ensuring the successful completion of all processes related to new providers obtaining hospital privileges and/or payor credentialing.
  • 10. Manages Bi-Weekly New Provider & Newly Acquired Practice Onboarding & Offboard meetings
  • 10.1. Provides regular, thorough reports on provider status to the applicable leaders based on the format/schedule determined. Follows chain of command in alerting Executive Director, Vice President and or CMO when timelines have been missed or are in jeopardy
  • 10.2. Coordinates all aspects of New Practice Acquisitions
  • 10.3. Coordinates credentialing related tasks for provider separations, practice relocations, and practice closures.
  • 11. Manages communication with A/P regarding practice specific information and go-live dates. Determines needs for IT Assessments for practice and interfaces with EPIC team to establish user criteria.
  • 12. Follows up on practice contracts, required forms and communicates with existing vendors.
    Identifies and addresses issues in a timely manner and works with appropriate team members to
    communicate resolutions.
  • 13. Manages EPIC/IT Onboarding meetings and monthly meetings with the Legal department to review all new providers and acquisitions
  • 14. Responsible for providing all malpractice AOI sheets to the appropriate departments ie: YNHHS medical staff administration department and payer credentialing vendor.
  • 15. Educates and partners with management providing the organizational leadership with updates regarding the physician onboarding process and streamlining strategies.
  • 16. Continue to assess our internal physician & APC onboarding process and make improvements of onboarding program in an effort to create a cohesive plan across all operating units.
  • 17. Follows policies and procedures to contribute to the efficiency of the office. Reviews on-boarding process periodically against best practices within the industry. Responsible for making recommendations on process improvement and streamlining. Enhances the onboarding process through the development and integration of tools, resources and best practices
  • 18. Provides feedback to trainer(s), Practice Administrators, Physicians, and Regional managers.
  • 19. Responsible for distributing Onboarding Surveys to all new provider hires and provides feedback to the appropriate departments
  • 20. Assists regional manager with setting up newly acquired practices with McKesson, Office Max and Vizinet.
  • 21. Responsible for other provider management related tasks as assigned

    Other information:

    EDUCATION:

    Bachelors degree in Business, Public Health or related field required.

    EXPERIENCE:

    A minimum of three years? experience in a healthcare setting (physician practice, acute care or ambulatory) required. Must be able to meet onboarding objectives in a fast paced, change oriented environment

    LICENSURE:

    Valid state Driver License & own reliable transportation.

    SPECIAL_SKILLS:

    Ability to successfully navigate multiple, complex processes across various organizations and geographic areas. Strong attention to detail and excellent organizational skills. Excellent verbal and written communication skills. Working knowledge of the Microsoft Office Suite. High ability to multitask and forge relationships with colleagues involved within the provider onboarding process across Yale New Haven Health System.
    ACCOUNTABILITY:

    To perform the job successfully, an individual should demonstrate the following competencies:
    Results Driven:
    Achievement Focus - Sets and achieves challenging goals. Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Recognizes and acts on opportunities.
    Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
    Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.
    Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
    Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
    Interpersonal Competency:
    Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
    Communications - Writes and speaks clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
    Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit;
    COMPLEXITY:

    PHYSICAL_DEMAND:

    MMR is required. Varivax (chicken pox vaccine) or evidence of prior chicken pox is required. Hepatitis B (or signed declination) is required for those with potential exposure to blood/body fluids.
    Tdap and influenza vaccination are strongly encouraged.

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    Job Info

    Job: 6149

    Department: Administrative Costs
    Category: Admin Support
    Status: Full Time
    Shift: DAYS
    Hours: 40.00