Healthcare Administrator

We are looking for a highly organised, intelligent and fast-paced Healthcare Administrator to support the day-to-day operations of our business while managing patient scheduling and appointments.

This is a busy, fast-moving role that requires someone who can multitask effectively, think quickly and stay on top of multiple priorities at once. You will be responsible for handling patient calls, booking and managing appointments, monitoring company emails, coordinating schedules and ensuring that important tasks and follow-ups are completed.

The ideal candidate is proactive, exceptionally organised and confident communicating with patients over the phone. You must be comfortable working in a high-volume environment and able to switch between scheduling, phone calls, emails and general office operations without losing attention to detail.

Key Responsibilities

• Answer incoming calls and communicate professionally and confidently with patients.
• Schedule, reschedule and confirm patient appointments.
• Manage patient and provider schedules to ensure appointments are booked accurately and efficiently.
• Coordinate appointment availability and assist in preventing scheduling conflicts.
• Handle appointment cancellations, changes and rescheduling requests.
• Follow up with patients regarding upcoming appointments and scheduling requirements.
• Maintain accurate and up-to-date patient appointment information in the relevant scheduling or CRM systems.
• Assist patients with general scheduling-related queries and direct more complex queries to the appropriate team member.
• Ensure appointments, reminders and follow-ups are completed on time.
• Monitor and manage company emails, ensuring messages are prioritised, responded to and followed up on promptly.
• Keep track of outstanding tasks, appointments, deadlines and action items.
• Support the smooth day-to-day operations of the office.
• Coordinate with internal team members and other relevant stakeholders to ensure tasks are completed efficiently.
• Handle general administrative and operational responsibilities as required.
• Identify potential issues or gaps and proactively follow up to ensure nothing falls through the cracks.
• Maintain accurate records and ensure information is updated correctly across relevant systems.
• Assist with ad hoc administrative and operational projects when required.

Requirements

• Previous experience in patient scheduling, medical administration, healthcare coordination or a similar role is preferred.
• Experience handling a high volume of phone calls and scheduling appointments.
• Excellent organisational and time-management skills.
• Ability to work in an extremely fast-paced environment and manage multiple priorities simultaneously.
• Highly intelligent, proactive and quick-thinking, with strong problem-solving skills.
• Excellent attention to detail and strong follow-through.
• Confident and professional when communicating with patients over the phone.
• Excellent written and verbal English communication skills.
• Comfortable managing multiple emails, calls, schedules and administrative tasks throughout the day.
• Strong computer skills and the ability to learn and work across different scheduling and administrative systems.
• Ability to work independently, take ownership and remain organised with minimal supervision.
• Flexible and adaptable, with the ability to adjust to changing priorities and business needs.

Working Hours

The successful candidate must be flexible with working hours, as the company operates across different US time zones. One of the company's locations operates on Mountain Daylight Time (MDT) , so some flexibility may be required to accommodate operational and patient scheduling needs.