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Medical Administrative Executive Assistant
Note: This highly specialized concierge surgical medical practice. Supports a single physician and requires prior specialty (private practice). Candidates without this background will not be considered. Associates degree required
Responsibilities
- Manage physician and practice calendars, meetings, calls, vendors, and scheduling priorities
- Coordinate and confirm patient appointments, meetings, and networking events
- Answer and direct phone calls while ensuring timely follow-up
- Serve as the primary point of contact for patients, providers, and vendors
- Expedite patient and provider requests, including prescription renewals and medical documentation
- Confirm patient appointments at least 48 hours in advance
- Assist with patient check-in and accurately enter demographic and insurance information into EMR systems
- Verify insurance eligibility prior to appointments
- Obtain and document authorizations for radiology studies, therapies, and medical equipment
- Coordinate scheduling and approvals with radiology facilities and outside providers
- Manage incoming faxes, messages, and correspondence within the EMR system
- Scan, upload, and maintain patient records, imaging, and diagnostic studies
- Process medical records requests in a timely manner
- Upload imaging studies and coordinate return of CDs or mailed records
- Maintain tracking logs for diagnostic studies and follow-up appointments
- Ensure patient enrollment and engagement with the patient portal
- Support referral relationships by sending office notes and correspondence promptly
- Coordinate physician networking events, meetings, and outreach activities
- Assist with operational projects and patient experience initiatives
- Coordinate legal and deposition-related physician scheduling and documentation
- Provide occasional surgery coordination support as needed
- Perform additional administrative duties based on practice needs
Qualifications
- Associate degree required; Bachelor’s degree preferred
- 5–8 years of experience in a specialty private practice administrative or medical office role Required
- Surgical Specialty Practice Required
- Strong multitasking, organizational, and time-management abilities
- Excellent written and verbal communication skills
- Professional phone etiquette and interpersonal skills
- Ability to prioritize tasks and work independently in a fast-paced environment
- Knowledge of insurance procedures and medical office workflows
- Proficient in Microsoft Office Suite and EMR systems such as Epic or Dr. Chrono
- Comfortable working on both PC and Mac platforms
Personal Attributes
- Professional appearance and demeanor
- Reliable, punctual, and team-oriented
- Proactive, accountable, and detail-oriented
- Strong sense of confidentiality and responsibility
Preferred Experience
- Specialty medical practice experience
- Workers’ compensation and no-fault case familiarity
- Radiology authorization and medical records coordination
- Knowledge of patient scheduling and healthcare operations workflows
JOB ID: 176298
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Jan Avena