PHYSICIAN SERVICES COORDINATOR

IVI America•Basking Ridge, NJ

20h

About The Position

This position enhances the effectiveness of the physician team by managing complex scheduling, coverage, and administrative processes. The Physician Services Coordinator ensures efficient physician utilization, maintains accurate schedules, coordinates hospital and call coverage, and supports various operational and compliance functions related to physician activities. This position works closely with the NJ Practice Director and NJ physician leadership.

Requirements

Associate’s or Bachelor’s degree preferred (Healthcare Administration, Business, or related field).
Minimum 3 years of experience in medical scheduling, physician support, or healthcare administration.
Proficient in Microsoft Office Suite; experience with scheduling software and SharePoint preferred.
Strong organizational, analytical, and time-management skills.
Excellent verbal and written communication skills.
Proven ability to manage confidential information with professionalism and discretion.
Maintains a positive, team-oriented attitude and works effectively with diverse staff.
Demonstrates integrity, reliability, and strong attention to detail.
Manages time effectively and prioritizes multiple tasks under minimal supervision.
Exhibits professionalism in appearance and demeanor.
Flexible and adaptable to changing physician schedules and operational needs.

Responsibilities

Develop, manage, and maintain all physician schedule templates, including office, CORE, surgical, and monitoring rotations.
Coordinate scan office coverage across all locations to ensure adequate physician presence.
Prepare and communicate weekend and holiday call schedules for all physicians.
Maintain time-off requests and reconcile them with CORE and call coverage.
Communicate all approved schedule updates and changes to physicians and leadership in a timely manner.
Collaborate with the nursing and operations teams to ensure adequate staffing coverage aligned with physician schedules.
Coordinate and organize Lead MD and MDQA meetings, including agenda preparation, meeting setup, and catering/lunch arrangements.
Schedule pharmaceutical representative sample appointments and manage monthly rotation schedules for all New Jersey offices.
Support and organize physician-specific events such as BLS/ACLS training and other continuing education activities.
Assist with hospital reappointments, including collecting required documentation and tracking application submissions.
Track and remind physicians of upcoming license and credential expirations, ensuring compliance with regulatory requirements.
Provide administrative support for physician payroll processes, including timecard verification and transmission to payroll.
Assist at the local level with onboarding new physicians, including schedule setup, office assignments, and credentialing assistance.
Assist with handling patient complaints related to physician care, escalating as appropriate to risk management or leadership.
Manage physician switch requests in accordance with established protocols.
Maintain professionalism and empathy in all patient interactions to support RMA’s commitment to an excellent patient experience.
Maintain accurate digital filing systems for all physician-related documents, licenses, and meeting materials.
Record and distribute meeting notes as needed.
Provide data entry, report preparation, and support for administrative and operational initiatives as directed.
Assist in coordinating communication between physicians, hospital partners, and pharmaceutical vendors.
Participate in cost-containment and efficiency improvement initiatives within the physician department as required.
Attend and document key meetings as required.