HR Associate - Internal Medicine

POSITION SUMMARY

This position provides administrative services for the Department of Internal Medicine by supporting the day-to-day administrative needs of the Chair’s Office and department-wide activities. This position is also responsible for the coordinating and facilitating HR processes to support staff and faculty positions through the effective delivery onboarding, orientation, credentialing, and re-credentialing of faculty and staff; specific duties include but are not limited to coordinating credentialing, re-credentialing, and onboarding for faculty, advanced practice providers and other licensed independent providers, as well as and ensuring compliance with policies and procedures.

POSITION RESPONSIBILITIES

HR Program Administration and Operations

      Provider Credentialing 

• Coordinate credentialing process for APPs and assist with faculty credentialing process for the Department of Internal Medicine.
• In coordination with HR Specialist and HR Generalist, identify appropriate start dates for providers to align with credentialing timeline to ensure providers are practice-ready upon start of employment.  Notify leadership of delays in credentialing that may impact start date.
• Facilitate completion of FPPE, IPPE, or OPPE evaluations between the proctor, observers, and hospital administration.
• Facilitate credentialing process for new providers (e.g., ARNPs, PAs).
• Serve as liaison with the Clinical Staff Office (CSO) during the credentialing process of new APP providers.
• Maintain daily tracking of credentialing progress.
• Keep respective divisions/units informed of credentialing progress and notify them of any delays or issues; escalate to supervisor and administration leadership, as needed.
• Receive re-credentialing forms for faculty, ARNPs, and PAs from CSO and facilitate completion with providers; follow up, as needed; escalate to supervisors/leadership, as needed. Coordinate the completion of peer evaluations in partnership with division coordinators.
• Facilitate privilege modifications with the CSO; collaborate with administration leadership, including Associate Clinical Department Administrator.
• Resolve any re-credentialing/licensing issues; work closely with HR Specialist or supervisor.
• Receive and review reports from CSO; remind providers and Division Administrators/Coordinators of any upcoming license renewals/certifications; ensure staff is aware of consequences of non-renewal.
• Assist HR Coordination to collect licensure/certification renewals and update the Compliance & Qualifications (CQ) System, as needed.
• Leverages CredentialStream/Hub system effectively.

    Provider Billing 

• Distribute billing provider enrollments and re-certifications and track to ensure they are completed and returned to Patient and Financial Services.  Notify Business Analyst to resolve any issues with billing that comes from Patient and Financial Services.

Talent Management & Engagement

• Support the HR onboarding & orientation process for faculty and staff; maintain communication with providers during credentialing and onboarding process.
• Assist HR Specialist with evaluation of Pre-Interview Rating Grids for faculty recruitment.
• Assist HR Specialist with processing faculty complimentary appointments & teaching appointments.
• Assist HR Specialist with requesting position numbers for appointments in ERMA.

Compliance with Policies, Laws & Regulations 

• Coordinate job shadow and Minor’s on Campus requests and ensure proper paperwork is completed in compliance with related policies and procedures.

General HR Administration 

• Handle confidential materials with discretion.
• Complete special projects, as assigned.
• Coordinate and prepare reports, as requested.
• Perform other duties, as assigned. 

Duties of the Chair’s Office

• Serve as primary backup to Administrative Services Specialist in support of the Department Chair, Vice Chair for Clinical Programs, Clinical Department Administrator, and Associate Clinical Department Administrator. Manage their schedules/calendars; schedule appointments; coordinate and arrange meetings, conferences, and appointments; gather, organize, and prepare materials; distribute meeting materials and agenda; attend leadership meetings; take minutes and disseminate to participants.
• Serve as backup for support of the DEO. This includes calendar management and retrieving signatures for letters not sent through workflow.
• Serve as a resource and liaison to internal and external contacts visiting the DEO Office, including but not limited to faculty, staff, students, alumni, and the public.
• Serve as point of contact for department administration remodeling and redesign requests.  Review the request for appropriateness and alignment with department guidelines.
• Facilitate and coordinate administrative office moves and relocations.  Serve as liaison with facilities and communications.
• Provide oversight and supervision of the department’s mail distribution center and students.
• Responsible for ordering office supplies for the administration suite.
• Responsible for purchasing food items and restocking the pop-up lounge.
• Reconcile P-Card.
• Assist the Administrative Services Specialist with calendar management and event planning for various department events. 

Advising/Communication

• Respond to requests or inquiries; intake and gather all relevant information and direct to appropriate HR team member.
• Provide information and guidance regarding HR processes to staff and faculty.
• Leverages appropriate UIHC HR resources to resolve problems/answer questions. 

Metrics and Data Analysis

• Prepare comprehensive HR reports, including compliance delinquency and other ad-hoc reports.
• Special HR projects, committee work, training.