Sr. Credentialing Specialist

We are seeking a Sr. Credentialing Specialist who will support the School of Medicine (SOM) faculty appointment/reappointment/promotion process. Working under the guidance of the Sr. Faculty Records Administrator, position maintains accurate records, disseminates policy, and supports departmental coordinators to ensure that faculty receive exceptional service. Position requires detailed knowledge of faculty policies delineated in the Policy and Guidelines Publications for full time (Gold Book) and part time (Blue Book) faculty, including reappointment review process, appointment and promotion procedures, and tenure policies. Support of the Reappointment Review Process (RRC) and the faculty/fellows in Advanced Specialty Training Programs (ASTPs) fall under the purview of this position. Administrative functions include invoice processing, supply ordering and calendar scheduling. Position requires ability to work independently, using sound judgement based on established policies and procedures.

Specific Duties & Responsibility

Faculty Appointments

• Use Interfolio SaaS to review and process faculty appointment requests.
• Add and maintain SOM Information System (SOMIS) records for persons holding appointments in the SOM.
• Process requires review of submitted appointment paperwork- including a biographical form, letter of recommendation, degree verification and CV- for accuracy and consistency with faculty appointment policies.

Advisory Board Support

• Coordinate with Office of the Dean to prepare and submit agenda for assistant professor appointment requests for Advisory Board Agenda Committee (ACM) approval.
• Update ACM-approved list for submission to the full Advisory Board for the Medical Faculty (ABMF).
• Updates SOMIS with ABMF approvals.
• Distribute list of all ABMF approvals to various university offices.

Reappointment Review Committees (RRC)

• Serve as office lead for Reappointment Review Committees (RRC).
• Train departmental staff on RRC policies (Gold Book) and requirements for reappointment submissions.
• Advise RRC Committees and departments on RRC policies and procedures.
• Review RRC submissions for accuracy and policy adherence.
• Coordinate review process with the RRC Chairs, which includes preparing the agenda, posting the agenda and supporting paperwork to the RRC SharePoint Site, and processing committee recommendations.
• Prepare list of recommendations for ABMF approval and report results to reviewed faculty, department directors, and the Vice Dean for Faculty.
• Proof data entry of RRC actions.
• Maintain RRC files which includes scanning and purging files for faculty who have resigned.

Advanced Specialty Training Program (ASTP)

• Serve as office lead for Advanced Specialty Training Program (ASTP) appointments and certificate process.
• Collaborate with GMEC committee regarding program approvals and changes.
• Review ASTP appointment paperwork for accuracy and completeness and maintain ASTP records in SOMIS.
• Distribute reappointment requests and certificate evaluations to departments.
• Create training certificates for ASTP trainees.

Appointment Letters (DocuSign)

• Track return of faculty contracts through DocuSign, investigating and updating letters returned and periodically resending appointment letters to faculty who have not returned their signed contract.
• Keep DocuSign site current by deleting invalid letters for terminated faculty and resolving issues with rejected letters.
• Resolve email issues.
• Monitor responses to appointment letter questions.

Other Responsibilities

• Primary person to answer phones and office emails.
• Reviews all information for international visiting scientists, which includes documentation of salary support.
• Interpret University and School of Medicine policies. Communicate policies to department directors, preceptors, hospital administrative staff, departmental credentialing coordinators, and faculty.
• Assists users of SOMIS, MedTrackPro, and Interfolio with training, questions and trouble shooting.
• Responsible for monthly distribution of a variety of reports to offices and organizations that support SOM faculty.
• Maintains accuracy of SOMIS by reviewing monthly integrity reports.
• Contact person for JH physician online directory on matters related to OFI records.
• Updates procedure manual and assist with training sessions, as necessary.
• Provides training and guidance for departmental staff who support the faculty appointments.
• Organize and maintain CVs for faculty.
• Contact person for matters concerning FAMOUS (AAMC database).