Medical Administrative l Executive Assistant

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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

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