Medical Operations Admin

1 day ago

Manila, National Capital Region, Philippines Marketect Full time

JOB RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Patient Communication & Phone Support

  • Serve as the first point of contact for patient calls, messages, and inquiries.
  • Answer incoming calls Monday–Friday, 9 AM–5 PM EST (via VOIP system once implemented).
  • Handle call triage, take messages, coordinate callbacks, and escalate urgent concerns appropriately.
  • Provide friendly, patient-centered customer support at all times.

Scheduling & Calendar Coordination

  • Manage patient appointments, follow-up visits, and new patient onboarding.
  • Coordinate scheduling directly in the EMR (CHARM) and ensure accurate availability.
  • Support the practice owner by monitoring appointment flow and reducing scheduling gaps.

EMR & Clinical Administrative Support

  • Work within CHARM EMR to update patient information, document communication notes, and manage workflows.
  • Enter lab results or clinical data into EMR.
  • Submit prior authorization requests for treatments or medications.
  • Manage refill requests and route them appropriately.
  • Sort and process digital faxes, assigning them to the correct provider or work queue.
  • Triage requests and needs from patients and escalate as appropriate to provider

Lab Ordering & Coordination

  • Place routine lab orders via Rupa and other partner lab portals.
  • Follow lab workflows for standardized programs (e.g., all new patients in a specific program receiving the same lab panel).
  • Track lab completion and support patients with questions about lab logistics.

Inbox & Communication Management

  • Manage practice email inbox daily and ensure timely, accurate responses.
  • Organize and prioritize messages for the practice owner.
  • Identify urgent patient care messages and escalate when necessary.

Administrative Operations

  • Maintain internal spreadsheets, tracking sheets, and shared Google Drive files.
  • Perform recurring operational tasks with accuracy (data entry, tracking updates, reminders).
  • Support light tech tasks such as updating templates, forms, or practice documents inside CHARM or Google Workspace.
  • Creating or updating internal SOPs for administrative processes.
  • Supporting process improvement projects as the practice grows.
  • Light community or social media inbox management during open bandwidth.
  • Assisting with onboarding workflows, document organization, or simple marketing support (following existing instruction sets).

EXPERIENCE AND SKILLS REQUIRED:

  • Minimum 2+ years in customer service, medical office admin, healthcare coordination, or related clinical administrative role.
  • Medical background is required (experience in functional medicine or women's health is a plus).
  • Experience with EMRs — CHARM experience ideal but not required.
  • Experience with lab portals such as RUPA or similar systems is a strong advantage.
  • Strong written and verbal English communication (voice recording required as part of the application).
  • Excellent attention to detail and accuracy in data entry.
  • Ability to provide calm, compassionate patient communication.
  • Tech-comfortable: Google Workspace, VOIP systems, email management, spreadsheets, EMR
  • Able to work full-time hours even during low-call periods.

TECH REQUIREMENTS:

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

Job Type: Full-time

Schedule: 9AM - 5PM EST M-F

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

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