Licensing Administrative Assistant

Job Title: Licensing Administrative Assistant

Reports To: Clinical Operations Manager/President

FLSA Status: Non-Exempt

Position Summary

The Licensing Administrative Assistant is responsible for coordinating all physician licensing and regulatory compliance activities while providing administrative support to the Chief Medical Officer (CMO). This position serves as the central point of coordination between the organization, physician staffing companies, credentialing organizations, and regulatory agencies to ensure providers remain fully licensed, credentialed, scheduled, and compliant with all applicable state and federal requirements. The Medical Licensing Specialist also supports physician recruitment, scheduling coordination, time tracking, audit preparation, and oversight of facility licenses including state, laboratory, pharmacy, and radiology licenses.

Essential Duties and Responsibilities:

Physician Licensing & Regulatory Compliance-

• Track expiration dates and maintain licensing calendars to ensure timely renewals.
• Coordinate licensing requirements with regulatory agencies.
• Maintain accurate licensing documentation and provider files.
• Monitor changing licensing regulations and communicate updates to leadership.

Credentialing & Provider Onboarding-

• Coordinate provider credentialing and recredentialing with physician staffing companies.
• Collect and verify provider documentation including medical licenses, DEA registrations, board certifications, malpractice insurance, and CME records as needed.
• Assist with provider onboarding and orientation.
• Support physicians with EMR training, dictation support, and escribe troubleshooting.
• Ensure all credentialing files remain complete and audit-ready.

Physician Staffing Coordination-

• Serve as liaison between the organization, CMO, and contracted physician staffing companies.
• Coordinate physician schedules and communicate staffing updates.
• Assist with provider coverage planning and scheduling adjustments. Track provider availability and onboarding status

Administrative Support to the CMO-

• Provide administrative assistance to the Chief Medical Officer.
• Prepare reports, correspondence, meeting materials, and presentations.
• Maintain confidential provider records including HR files.
• Coordinate meetings and physician communications.
• Assist with special projects as assigned.

Recruiting Support-

• Assist in physician and provider recruitment activities.
• Coordinate interviews and candidate communications. 
• Track recruitment progress and onboarding timelines

Time Tracking & Payroll Support-

• Monitor physician and provider time records.
• Coordinate time tracking with staffing agencies.
• Verify schedules and hours worked.
• Assist Payroll and Finance with provider time reconciliation.

Audit & Compliance Tracking-

• Maintain audit logs and compliance documentation.
• Prepare documentation for internal and external audits.
• Track corrective actions and follow-up items.
• Ensure provider files meet accreditation standards.

Facility License Oversight-

• Coordinate and monitor renewals and compliance for state healthcare facility, laboratory, pharmacy, radiology, and other required licenses.
• Maintain renewal calendars, documentation, inspection records, and regulatory correspondence.

Documentation Management-

• Maintain electronic and paper provider records.
• Ensure confidentiality and HIPAA compliance.
• Develop standardized tracking spreadsheets and reporting tools.
• Generate monthly compliance reports for leadership.
• Document production for physician resource binders and changes to EMR to reflect updates.

Required Qualifications

Education-

• Associate degree in Healthcare Administration, Business Administration, or related field required. • Bachelor's degree preferred.

Experience-

• Minimum of 3 years of experience in healthcare licensing, credentialing, medical staff services, or physician practice administration.
• Experience working with physician staffing agencies preferred.
• Knowledge of state medical licensing processes. 
• Experience coordinating provider and compliance activities.

Knowledge, Skills & Abilities-

• Strong understanding of medical licensing and credentialing processes.
• Knowledge of healthcare regulatory requirements.
• Excellent organizational and project management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Ability to maintain confidentiality and exercise sound judgment.

Core Competencies-

• Regulatory Compliance
• Attention to Detail
• Organization & Planning
• Time Management
• Communication
• Collaboration
• Problem Solving
• Customer Service
• Confidentiality
• Adaptability