Medical Administrative Executive Assistant

The Medical Administrative Executive Assistant serves as the first-line patient facilitator and executive partner to the Lead Physician. This role is responsible for proactively optimizing the Lead Physician's schedule, managing the practice calendar, directing correspondence, and facilitating seamless patient flow. The ideal candidate will blend high-level executive administrative support with top-tier patient coordination to enhance the experience of everyone who interacts with our practice. Responsibilities and Dutie sExecutive Schedule & Practice Managemen tCalendar Optimization : Act as the primary gatekeeper for the Lead Physician’s work calendar. Proactively manage, optimize, and adjust schedules based on shifting priorities; send daily and day-before reminders for critical meetings, vendor calls, and appointments .Cross-Coverage Support : Provide seamless administrative cross-coverage to the OR Coordinator as business needs dictate .Operational Projects : Collaborate with the Office Manager on various strategic projects (e.g., developing new patient intake forms) to continually enhance the provider and patient experience .Patient Coordination & Intak eFront-Desk Operations : Manage multi-line phone systems, screen/direct calls, greet patients during office days, and ensure all check-in protocols are completed before the patient is seen .Onboarding & Vetting : Conduct background research/vetting on new patient files for noteworthy operational flags. Coordinate specialized fast-track scheduling for VIP or urgent clinical cases, and ensure international patient onboarding is completed within 15 days of initial contact .Patient Portal Management : Ensure 100% user adoption of the online patient portal and verify that digital check-ins are completed prior to appointment times .Retention & Feedback : Maintain accurate tracking logs of satisfied patients and proactively invite them to submit online reviews to support practice growth .Insurance, Authorization & Billin gEligibility Verification : Verify patient insurance eligibility 1–2 days prior to appointments, scan print-outs into the EMR, and alert internal staff regarding patients with high-deductible plans .Prior Authorizations : Secure authorizations for radiology studies (e.g., MRIs under general anesthesia, CT myelograms) and Workers' Compensation requests (PT/OT, durable medical equipment). Input all authorization data and documents into the EMR .Financial Collections : Accurately collect and log patient payments at the time of service .Complex Insurance Intake : Ensure flawless entry of primary, secondary, and tertiary insurance data. For Workers' Compensation and No-Fault cases, secure all carrier names, dates of accident, adjuster details, carrier case numbers, signed NF3 forms, and legal counsel information .Clinical Documentation & Records Managemen tEMR & Data Management : Manage the EMR message center, label and attach incoming faxes to patient charts, and update tracking logs for all ordered diagnostic studies to ensure appropriate follow-up .External Records Retrieval : Identify existing hospital or affiliate-system patients; migrate all historical office notes, operative notes, and radiology films from external health systems (e.g., Epic) into the practice's local EMR and imaging software .Medical Records Processing : Fulfill external medical records requests weekly by Friday. Acknowledge, calendar, and scan physical patient records received via mail/courier .Imaging Management : Upload diagnostic CDs into the practice’s imaging cloud, verify successful uploads, and promptly return physical media to patients via mail .Clinical Correspondence : Draft, edit, and send office notes to referring physicians to maintain strong professional networks. Expedite prescription and PT renewals within a 24-hour window .Legal & Marketing Coordinatio nLegal Liaison : Coordinate attorney depositions, issue physician engagement agreements for expert testimony, and process subpoenas immediately within 24 hours .Practice Growth : Partner with the Office Manager to execute marketing strategies, including scheduling physician referral luncheons, roundtable dinners, and networking events . Qualificatio nsMinimum Qualificatio nsEducatio n: Associate degree required (Bachelor’s degree preferred ).Experienc e: 3+ years of experience in a medical administrative assistant, executive assistant, or medical practice coordinator rol e.Technical Skill s: Proficiency with EMR platforms (e.g., Epic, DrChrono) and medical imaging cloud software (e.g., Ambra). Dual platform fluency in both PC and Mac operating systems, alongside advanced knowledge of Microsoft Office Suit e.Preferred Skills & Attribut esClinical Acume n: Basic knowledge of medical/clinical specialty terms and a strong understanding of commercial insurance, Workers' Comp, and No-Fault procedure s.Communicatio n: Exceptional verbal and written communication skills with strict attention to grammatical detai l.Professionalis m: Demonstrated resourcefulness, high emotional intelligence, punctuality, and an elegant professional presentatio n.Problem-Solvin g: Ability to operate independently, troubleshoot basic office equipment (printers/fax machines), and exercise excellent judgment when prioritizing task s.