PHYSICIAN SERVICES COORDINATOR

RMA of New Jersey

Basking Ridge

Physician Services Coordinator

Job Description

Overview

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.

I. Essential Functions

(In compliance with the Americans with Disabilities Act, this description identifies the essential components of the job required to be performed with or without reasonable accommodations. Requests for reasonable accommodations to facilitate the performance of these essential functions will be given careful consideration.)

Scheduling and Coverage

• 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.

Physician Operations Support

• 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.

Patient Relations and Quality Support

• 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.

Administrative and Communication Duties

• 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.

II. Additional Responsibilities

• 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.

III. Education / Experience / Key Competencies

• 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.

IV. Personal Attributes

• 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.

V. Physical and Environmental Requirements

• Primarily sedentary role requiring long periods of sitting and computer use.
• Occasional standing, walking, or lifting of materials up to 20 lbs.
• Must be able to travel occasionally between RMA of New Jersey locations as needed.

All RMA of New Jersey employees must perform their respective functions to ensure the patient has the most positive experience at every point of contact with our practice.

This job description is not meant to be an all-inclusive statement of every duty and responsibility required by the jobholder. RMA of New Jersey hopes each jobholder can react to reasonable change productively and handle other tasks assigned.

RMA of New Jersey is a multi-site practice. There may be times you are requested to participate in assignments at other locations. Without causing undue hardship or significant personal inconvenience, RMA of New Jersey proposes a solid team approach to our availability regarding the need and development of all our office locations.