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Medical Administrative Executive Assistant
Reports To
Practice Manager and Business Owner
Job Overview
We are seeking a highly organized, proactive, and patient-focused Medical Administrative Executive Assistant to join our growing specialty medical practice. This individual serves as the primary patient facilitator and administrative support professional, ensuring smooth day-to-day operations while delivering an exceptional patient experience.
The ideal candidate is detail-oriented, resourceful, professional, and able to manage multiple priorities in a fast-paced healthcare environment. This role involves patient scheduling, provider coordination, insurance verification, medical records management, executive calendar support, and communication with referring physicians and vendors.
Responsibilities
- Manage physician and practice calendars, including meetings, calls, vendors, and scheduling priorities
- Coordinate and confirm appointments, meetings, and networking events
- Answer, screen, 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 ensure all demographic and insurance information is entered accurately into the EMR system
- Verify insurance eligibility prior to appointments
- Obtain and document authorizations for radiology studies, therapies, and medical equipment
- Coordinate with radiology facilities and outside providers for scheduling and approvals
- Manage incoming faxes, messages, and correspondence within the EMR system
- Scan, upload, label, and maintain patient records and diagnostic studies
- Process medical records requests in a timely manner
- Upload imaging studies and coordinate the return of CDs or mailed records
- Maintain tracking logs for diagnostic studies and follow-up appointments
- Ensure patients are enrolled in and actively using the patient portal
- Support referral relationships by ensuring office notes and correspondence are sent promptly
- Coordinate physician networking events, meetings, and outreach activities
- Assist with operational projects and patient experience improvements
- Coordinate legal and deposition-related physician scheduling and documentation
- Provide occasional support for surgery coordination if needed
- Perform additional duties as assigned based on the needs of the practice
Qualifications
- Associate degree required; Bachelor’s degree preferred
- Minimum of 3 years of experience in an administrative assistant or medical administrative role
- Strong multitasking, organizational, and time-management skills
- 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
- Strong attention to detail and problem-solving abilities
- Proficiency with Microsoft Office Suite and EMR systems such as Epic or Dr. Chrono preferred
- Comfortable working with both PC and Mac platforms
Personal Attributes
- Professional appearance and demeanor
- Reliable, punctual, and team-oriented
- Honest, proactive, and accountable
- Strong sense of responsibility and confidentiality
Physical Requirements
- Ability to sit, stand, walk, and use office equipment regularly
- Occasionally lift or move up to 25 pounds
- Ability to perform repetitive hand and arm movements
- Visual abilities including close vision, distance vision, and focus adjustment
Preferred Experience
- Experience working in a specialty medical practice
- Familiarity with workers’ compensation and no-fault cases
- Experience coordinating radiology authorizations and medical records
- Knowledge of patient scheduling and healthcare operations workflows
JOB ID: 176298
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Jan Avena