Provider Operations Specialist

• Oversee the process of initial appointments and annual faculty promotions for departmental physicians and researchers at MGB DOS and Harvard Medical School (HMS). This entails the review of packets submitted by divisions for the inclusion of necessary documents.
  • Submit materials for initial Department of Surgery (DOS) chair approval.
  • For clinical and research appointments, processes requests and submit appropriate materials to Mass General Brigham Central Credentialing Office CCO).
  • For applicants requiring visas, send completed applications to Office for Global Professionals and Students.
  • Deliver approved appointment materials to Surgery Executive Committee and forward approved materials to HMS Office for Faculty Affairs and address any issues.
  • Complete final processing of MGB and HMS appointments and reappointments.
• Assist with development and refinement of policies and procedures for the Department of Surgery's (DOS) term faculty appointment, reappointment, and promotion process and ensure compliance with all Harvard Medical School (HMS) requirements for term appointments and promotions. Serve as the DOS' primary administrative contact to the HMS Faculty Affairs Office for these activities.
• Advise on, facilitate and review all DOS term appointments, reappointments and promotions.
• Facilitate other MGB DOS onboarding, including clinical and research fellows, as needed: New hire form, send offer letters to HR, initiate onboarding process with HR and with the Sponsored Staff Office.
• Offer letter renewal coordination. In collaboration with the Administrative Director of Research, communicate to divisions minimum salary guidelines for research staff and need to update offer letter for staff staying on after initial employment contract period.
• Support DOS staff in addressing the responsibilities and workload of first appointments, re-appointments, and promotions of faculty, non-faculty: fellows, students and researchers, and onboarding sponsored staff (paid from an outside source: observers, research trainees, collaborators) in the department. Work collaboratively with all stakeholder departments to ensure that the process moves expeditiously and completely.
• Submit eTads to request updates to HMS system. Complete various data entry and verification requests, including for terminations. Enter name, DOB, etc. info into HMS Peoplesoft for instructors, MotF, fellows, students, lecturers.
• Query databases for information as requested or as needed for special assignments. Responsible for completing database reports related to the collection of reference letters and reappointments.
• Communicate with representatives of divisions within and outside of the Department as an authority on intermediate to advanced policies, procedures, and information. Respond to and troubleshoot inquiries about correct preparation of materials, timelines, and problems with navigating the credentialing and annual academic appointment processes at MGB DOS and HMS.
• Serve as Department contact for surgery administrators, operation coordinators and laboratory staff on a variety of issues, including but not limited resolving technical and access issues with MGB databases (Healthstream, CCO, Partners Authorization System-PAS).
• Provide oversight, guidance, and direction of the term appointment, reappointment, and promotion process within the DOS. Review and recommend changes to workflow as needed to reduce turn-around time and increase efficiency.
• Take initiative in identifying problems, in seeking necessary resources or information, and in solving any problems that arise in the credentialing process. Assumes responsibility for smooth running of credentialing submissions, visa submissions and applicable deadlines.
• Prepare all necessary information for HMS Promotions, Reappointments, and Appointment (P&R) Committee. Prepare the DOS department chair's response following HMS P&R decisions and communicates the president and provost of Harvard University's final appointment decisions to DOS division chiefs and faculty members.
• Ensure processes for updating HMS, and Visa terminations, visa transactions, reappointments, expansion of privileges, email addresses, and other information are completed for assigned divisions and for Department as a whole.
• Download and distribute spreadsheets to designated divisions for annual HMS reappointments (RAAP) and submit completed information to HMS Office for Faculty Affairs.
• Provide training and ongoing review and advice to division staff regarding onboarding, BWH and HMS appointments and promotions.
• Work with division administrators to identify, design, develop, implement, and evaluate training programs for credentialing and annual appointments. Oversee scheduled training sessions for new division administrative staff and additional support for administrative contacts in assigned divisions.
• Support the functions of other office staff.
• Provide cross-coverage/back-up as needed to other Program Managers.
• Other duties as assigned.

Strategic Planning and Development

• Develop action plans to address changes in HMS term appointment, reappointment, or promotion policy or new DOS initiatives related to the same.
• Represent and advocate for the DOS in interactions with a wide variety of personnel within the DOS, the Brigham and Women's Hospital, HMS, and other outside organizations.

Education
Bachelor's Degree Related Field of Study required

Can this role accept experience in lieu of a degree?
yes

Experience
Experience in healthcare provider operations, credentialing, or related field 5-7 years required

Knowledge, Skills and Abilities

Proficiency with Microsoft Office suite (Word, Excel, PowerPoint)

Very strong written and oral communication skills. Ability to communicate effectively with a wide range of departments, medical staff and individuals throughout the BWH campus and outside the Institution

Working knowledge of the Visa and Green Card rules and regulations

Working knowledge of HMS appointment and promotion guidelines

Excellent judgment and the ability to plan and initiate new/improved activities

Self-motivated and ability to function independently and effectively in a dynamic environment; highly organized; able to develop timelines, and meet deadlines with proven or demonstrated ability to effectively respond to time-sensitive issues

High level of attention to detail and quality standards Positive attitude Ability to work in teams