Privileging Coordinator

About Us

An award-winning global healthcare solutions provider, ID Medical is dedicated to connecting and supporting the Healthcare Professionals and Organisations who take care of our health every day.

We are a fast-growing organisation working closely with healthcare providers across the United States.

SUMMARY OF ROLE

The Privileging Coordinator supports the Privileging Specialist (PS) team with various aspects of the credentialing process for physicians and advanced practice providers. This role requires strong critical thinking, attention to detail, and the ability to analyze and synthesize information to ensure accuracy and completeness while also working independently on tasks as designated by the PS, Lead, and/or Manager. Additionally, the Privileging Coordinator must have a high sense of urgency to ensure the timely and efficient completion of tasks. The role operates in a fast-paced, deadline-driven environment and requires strong ownership of work and outcomes. 
This position will begin with a focused scope of responsibilities centered on chronological history and the facility application process. Additional responsibilities within the privileging process will be introduced as proficiency and consistency are demonstrated. 

Core Responsibilities:

Chronological Histories 
1. Build and maintain accurate chronological histories in Microsoft Excel by reviewing provider CVs and supporting documentation to organize work history, hospital affiliations, licensure, education, and malpractice coverage 
2. Analyze, synthesize, and reconcile provider information across multiple sources (CVs, internal systems, and external resources) to ensure all data is accurate, consistent, and complete. 
3. Investigate and resolve discrepancies, gaps, and conflicting information by cross-referencing multiple data sources and determining appropriate next steps or escalation. 
4. Identify missing information (e.g., employment gaps, incomplete affiliations, missing malpractice coverage) and initiate follow-up or escalation as needed. 
5. Collect and document verification information required for facility primary source verifications, including contact details for hospitals, employers, education institutions, and malpractice carriers 

Facility Application 
1. Prefill facility and credentialing applications using provider CVs, chronological histories, internal systems, and external resources, ensuring all available fields are completed accurately and aligned with facility-specific requirements. 
2. Interpret varying facility application formats (paper, PDF, and online portals) and adapt approach accordingly to ensure accurate and complete submission. 
3. Analyze application requirements to determine what information is needed and ensure data is sourced, entered, and formatted correctly 
4. Ensure consistency and accuracy across all documents (CV, chronological history, applications, and supporting materials) to prevent delays in the credentialing process. 
5. Identify missing or unclear information and take appropriate action to resolve gaps or escalate as needed 
Support timely submission by ensuring applications are complete, accurate, and ready for next steps

Additional Responsibilities:

1. Assist in facility requirement collection from external parties. This may include obtaining Case Logs and Certificates of Insurance (COI) from prior malpractice carriers for providers. 
2. Process peer references for providers. This includes prefilling and sending out initial peer reference forms and following up with peers to ensure timely completion. If corrections or clarifications are needed, follow up with peer accordingly. 
3. Generate, issue, and download COIs for providers through Aya’s malpractice insurance carrier portal. 
Process Primary Source Verifications for Providers. 
4. Query internal database for Clinical Staffing Advisories for providers. 
5. Assist in qualification of compliance reports, preparation of Welcome Emails, and validation of documents in the Validation Queue. 
6. Track processes on internal credentialing tracker. In accordance with the designated start date, regular updates must be made throughout the internal credentialing process. 
7. For working providers, conduct follow-ups on missing and expiring documents, monitoring the expiration dates of licensure, board certifications, professional certifications, privileges and privilege re-appointments, and other time-sensitive compliance requirements. 
8. Other tasks and projects as assigned.

Expectations

1. Develop a comprehensive global understanding of Aya Locums’ departments, processes, and requirements. Utilize internal resources effectively and various organizational systems to optimize processes and enhance work efficiency.
2. Utilize clear and effective communication with internal and external partners. 

Gain an understanding of the fundamentals of privileging, specifically the importance of accuracy and attention to detail, and the potential consequences of lack of accuracy and attention to detail. 
3. Build rapport and provide excellent service to providers, internal team members, clients, partner agencies, and third-party contacts. 
4. Practice effective time management, including timely communication with internal and external partners. 
5. Efficiently manage workload based on departmental responsibilities, ensuring accurate and timely data entry and documentation of provider information in designated internal and external systems. 
6. Demonstrate the ability to work independently, while contributing to team morale. 
7. Assist Privileging Specialists with tasks and business processes as needed, including but not limited to, qualifications and validation of compliance reports (goal of independent qualifications after 3 months, minimizing the need for additional audits). 
8. Receive feedback well and apply it to continually improve performance. 

Role-Specific Competencies: 
The key strengths, skills, and behaviours required to perform the core responsibilities of this 
specific role effectively. 
Communication Skills 
o Use interpersonal skills to build strong relationships and rapport both internally and externally 
o Uphold politeness and professionalism in all forms of communication 
o Show attention to detail by being clear and thorough in all written and verbal communication 
o Demonstrate excellent customer focus, composure, and listening skills 
o Proficient in Microsoft Office applications, including Outlook, Word, and Excel.

Analytical Skills 
o Assess credentials, licenses, and certifications. identifying any discrepancies or issues that may arise during privileging process. 
Problem-Solving 
o Work through and resolve minor issues with minimal assistance 
o Use resources effectively 
o Exhibit a solution-oriented nature and desire to gain knowledge base 
Adaptability and Flexibility 
o Navigate changes in regulations, policies, or provider requirements, adjusting processes accordingly
Time Management 
o High Sense of Urgency 
o Develop an understanding of timelines and deadlines associated with effective and proactive communication with internal and external parties 
o Work confidently under pressure in a fast paced, deadline driven environment 
o Prioritize tasks effectively to ensure both facility and Aya deadlines are met. 
o Manage multiple provider’s credentials while maintaining an organized and efficient workflow
Teamwork and Collaboration 
o Ability to collaborate well with a team, fostering positive relationships and contributing to team goals 
Confidentiality 
o Maintains confidentiality of information in accordance with HIPAA Guidelines and Aya policies 
Composure 
• We are not defensive or irritated when times are tough. We are cool under pressure, considerate, mature and can handle stress. We expect the unexpected and can mediate in times of crisis.
Customer Focus 
• We are dedicated to meeting the expectations and requirements of our customers. We use firsthand customer information and feedback to determine opportunities for improvement. We act with our customers in mind, establish effective relationships and gain their trust and respect.
Drive for Results 
• We can be counted on to exceed goals successfully, are bottom-line oriented and steadfastly push ourselves and others. 
Embrace Change 
• We courageously step outside of our comfort zones and adapt to new circumstances. We cultivate an attitude of acceptance and view change as positive development. 
Creativity 
• We generate unique ideas that drive value-added results. We actively problem solve and brainstorm with others.
Listening 
• We practice attentive and active listening. We can accurately restate the opinions of others, even when we disagree. 
Problem Solving 
• We use logic and proven methods to solve difficult problems. We can see hidden problems, do not stop at first answers and are excellent at honest analysis. We look beyond the obvious. 

Process - US Voice Process (Healthcare)

Shift - US/Night Shift (WFO)

Transport - home pick up & drop (Up to 20 KMs)

Benefits - PF, Mediclaim