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Credentialing & Compliance Assistant

2 weeks ago

Chicago, Illinois, United States Midwest Express Clinic Full time

About the Company
Midwest Express Clinic is committed to delivering high-quality, patient-centered care across all our Illinois and Indiana locations. Our compliance and credentialing team plays a critical role in supporting safe, consistent, and fully compliant clinical operations. 

Job Summary
The Credentialing & Compliance Assistant is responsible for supporting all activities related to provider credentialing, regulatory compliance, mail management, and internal process monitoring for Midwest Express Clinic. This role ensures that all credentialing files, licenses, certifications, compliance documentation, and incoming mail are complete, accurate, properly sorted, and routed. The assistant works collaboratively with the compliance team, clinic leadership, and external partners to maintain high standards of quality, accuracy, and regulatory adherence across Illinois and Indiana. 

Responsibilities:

Credentialing Support: 

  • Assist with initial and re-credentialing processes for providers, including gathering required documents, verifying licenses, certifications, and training records. 
  • Maintain complete and organized digital credentialing files for all providers. 
  • Track expiration dates for licenses, DEA certificates, CPR/BLS cards, insurance enrollments, and other required documents. 
  • Prepare application packets for payor enrollment, hospital affiliations, and regulatory agencies. 
  • Communicate with providers regarding missing or expiring documents and follow up until requirements are met. 
  • Support the Credentialing Manager with CAQH management, NPI updates, and provider directory accuracy. 

Compliance Support: 

  • Assist with tracking regulatory requirements such as OSHA, HIPAA, CLIA, IDPH, and internal compliance policies. 
  • Maintain records of compliance audits, incident tracking, required trainings, and corrective action documentation. 
  • Support the rollout and documentation of compliance initiatives, policies, and training programs. 
  • Help conduct internal compliance checks, including clinic audits, infection control observations, and process monitoring. 
  • ​​​​​​​Assist with preparing reports, summaries, and dashboards for leadership review. 

Mail Management & Site-to-Site Transport: 

  • Drive to four primary credentialing mail locations (Munster, Hammond, Schererville, and Willowbrook) to pick up mail. 
  • Supplement courier operations as needed for timely retrieval of important correspondence. 
  • Collect, transport, sort, and distribute mail to the correct departments (billing, payroll, credentialing, legal, compliance, etc.). 
  • Maintain accurate logs of mail retrievals, deliveries, and any urgent or time-sensitive correspondence. 
  • Identify and escalate critical documents such as legal notices, payor correspondence, compliance notifications, or government letters. 
  • Ensure timely and secure handling of all mail and documents while adhering to confidentiality standards. 

Administrative Responsibilities: 

  • Maintain spreadsheets, databases, and compliance dashboards with high attention to detail. 
  • Support document management efforts, including uploading, organizing, labeling, and updating digital files. 
  • Communicate professionally with providers, clinic staff, vendors, and external agencies. 
  • Assist with scheduling, reminders, and coordination of credentialing or compliance deadlines. 
  • Perform other administrative and clerical duties as assigned to support department goals. 
​​​​​​​

Required Qualifications: 

  • High school diploma or equivalent (associate degree or higher preferred). 
  • 1–2 years of administrative, credentialing, compliance, or healthcare office experience. 
  • Valid driver's license and ability to travel regularly between designated mail pickup sites. 
  • Strong organizational skills and attention to detail. 
  • Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort working in digital document systems. 
  • Ability to maintain confidentiality and handle sensitive information securely. 
  • Strong verbal and written communication skills. 
  • Ability to work independently and meet deadlines with minimal supervision. 

Reports To: Credentialing Manager

FLSA Status: Full-Time, Non-Exempt

Schedule: Monday–Friday, 40 hours per week

Location: Midwest Express Clinic Corporate Office, Chicago Illinois

Benefits: Midwest Express Clinic is proud to offer our employees a competitive selection of employer sponsored medical, dental, vision, and short term disability plans that meet the diverse needs of our employees and their families. Employees can also opt into a wide range of voluntary benefit plans including, but not limited to pre-tax spending accounts (FSA, HSA, Dependent Care, and Commuter), life insurance, critical illness, and even pet insurance. We offer a company-sponsored 401K plan, with employer match, to help them plan for a financially secure future. We also believe in the importance of work-life balance, with all full-time employees eligible for Wellness or Paid Time Off benefits