Medical Administrative l Executive Assistant

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.

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
• Surgical Specialty Practice
• 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