Medical Admin Support Specialist

As the Operations Admin, you will play a crucial role in supporting our executive team, including the CEO, Manager of Operations, and our clinical team. Your responsibilities will encompass a wide range of administrative tasks, ensuring the smooth operation of daily activities and facilitating effective communication both internally and externally.

You will be responsible for :

• Provide administrative support to the Manager of Operations with duties related to coordinating appointments (including messaging and coordinating with clients), managing clinician calendars, attending meetings to support the team and follow-up reminders/support, and coordinating communication to keep multiple priorities aligned.
• Assist with prior authorizations, digital fax sorting, and refill requests and delegate relevant tasks to the clinical team
• Handle prior authorizations for treatments or medications
• Communicate with clients via phone, email, or other channels
• Schedule appointments and support calendar management
• Assist the RN (Registered Nurse) and NP (Nurse Practitioner) teams
• Work within backend systems to manage patient and operational data
• Answer incoming phone calls and route messages to appropriate team members
• Manage incoming and outgoing faxes, including delegation to relevant staff
• Order and track medical supplies and supplements
• Relay patient requests to the appropriate medical team members
• Set appointments for 10-minute introductory calls with prospective clients on behalf of the sales team
• Transcribing lab results into patient tracking charts
• Support team leadership with performance reviews and planning documentation.
• Support the onboarding of new leads and clients for recruiting, including managing tracking and reporting.
• Support our clinical team with task tracking in Asana, and work in the following systems: Active Campaign, Practice Better, Kajabi, Google Voice, and Google Workspace
• Set up the onboarding of new team members, including setting up new accounts, creating proper channels in Slack as needed, adding them to Practice Better (our EMR), etc.
• Review contractor time sheets and confirm for accuracy and report to finance office for payroll
• Work within our project management system, including setting up the monthly workflows, overseeing weekly productivity, and reporting on any issues.

ADDITIONAL RESPONSIBILITIES:

Process Improvement and Documentation

• Assist in documenting standard operating procedures (SOPs) for various operational tasks.
• Identify inefficiencies in workflows and propose process improvements.

Reporting & Data Analysis

• Assist in generating reports related to operational performance, recruitment, and other key metrics.
• Track and analyze data from our software systems

Event and Meeting Coordination

• Assist in organizing company events, team meetings, or webinars.
• Handle logistics such as venue booking, virtual meeting setup, and guest coordination.

Expense and Budget Tracking

• Assist in monitoring expenses related to operations, travel, or events.
• Process reimbursements and maintain financial documentation.

System Support

• Act as the first point of contact for minor IT or system-related troubleshooting Coordinate with IT support for larger issues. (Password reset, etc)

Team & Culture Support

• Help maintain a positive company culture by coordinating internal communications, team-building initiatives, and morale-boosting activities.

EXPERIENCE AND SKILLS REQUIRED:

• Minimum of 2 years experience in Customer Service, Administrative Support, or as an Executive Assistant; experience supporting C-suite executives is a strong advantage
• Prior appointment-setting experience is highly preferred
• Medical background required; experience in women's health is a significant plus
• Familiarity with Practice Better and ActiveCampaign is a plus
• Strong typing skills required (ideally 55+ WPM)

TECH REQUIREMENTS:

• Computer: at least i5 or equivalent with 8GB RAM.
• Internet Speed: At least 50 MBPS download speed.

Job Type: Full-time

Schedule: 3PM - 11PM EST M-F

Salary Range: P40,000-60,000 full-time monthly, depending on experience.

We offer the following bonus for full-time members

• INTERNET ALLOWANCE
• GENERATOR BONUS
• HEALTH INSURANCE BONUS
• PAID TIME OFF BONUS
• 13TH MONTH PAY

• Opening within a company with a solid track record of success
• Opportunities for career growth & development