Medical Executive Assistant & Care Coordinator

We are seeking an exceptionally sharp, proactive, and clinically knowledgeable Virtual Medical Executive Assistant & Care Coordinator to support a prestigious, multi-state concierge medical practice headquartered in Alabama. Serving high-net-worth individuals, executives, and CEOs across 10+ states, our practice delivers high-touch concierge and telehealth care where white-glove service, speed, and precision are mandatory.

In this high-level role, you will act as the operational backbone for the practice—managing patient care coordination, triaging high-priority inbox communications via Spruce and Gmail, executing Athena EHR administrative workflows, and assisting with clinical follow-ups. We are seeking an experienced professional who brings proactive ideas to the table, identifies operational inefficiencies, and helps build out standardized operating procedures (SOPs) as our tech-driven practice scales.

Working Environment & Core Schedule

• Role Title: Virtual Medical Executive Assistant & Care Coordinator
• Practice Type: High-End Concierge & Telehealth Practice (Serving HNW Clients & CEOs across ~10–11 States)
• Status: Full-Time (40 Hours / Week; open to flexible staffing arrangements, minimum 20 hours/week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (Central Standard Time)
• Core Technology Stack (10–15 Platforms): Athena EHR (Source of Truth), Spruce (Patient Communication), Google Workspace/Gmail, Claude AI & specialized medical AI tools.

Top 3 Daily Tasks

• Clinical Care Coordination & Patient Follow-Ups: Execute high-touch patient follow-ups, coordinate telehealth/concierge care plans, and manage weekly prior authorization submissions in Athena.
• Executive Inbox & Communication Management: Monitor, prioritize, and triage rapid patient communications and administrative inquiries across Spruce and Gmail with impeccable tone and discretion.
• Process Optimization & SOP Building: Identify operational bottlenecks across our multi-platform tech stack, propose workflow enhancements, and draft clear SOPs to streamline practice efficiency.

Core Responsibilities

• Athena EHR Management: Maintain pristine patient records, update charts, track lab/diagnostic orders, and manage administrative workflows within Athena EHR.
• Prior Authorization Handling: Compile clinical notes, submit prior authorization requests (~1 per week), and track approval statuses with commercial insurance payors.
• Patient & Client Engagement: Deliver white-glove, highly professional communications to executive-level patients via Spruce and email, ensuring rapid turnaround times and utmost privacy.
• Tech Stack Integration & AI Utilization: Comfortably navigate and leverage a 10–15 platform technology stack, incorporating Claude AI and specialized medical software into daily administrative workflows.
• Proactive Practice Operations: Continuously evaluate daily administrative tasks, bring optimization ideas to practice leadership, and build out standardized procedural documentation.

Requirements

• Athena EHR Experience: Direct, hands-on administrative or clinical experience navigating Athena EHR (non-negotiable priority).

• Clinical Knowledge & Experience: Deep baseline understanding of clinical terminology, medical workflows, and patient care management.
• Tech Literacy & Adaptability: Exceptional comfort with modern software, AI tools (e.g., Claude), multi-channel phone/text platforms (Spruce), and multi-system tech stacks.
• Executive Client Management: Proven ability to communicate effectively, professionally, and confidentially with high-expectation, high-net-worth clientele.
• Proactive Problem Solving: Demonstrated track record of working independently, taking ownership of tasks, and proposing workflow improvements rather than waiting for instruction.
• English Fluency: Flawless, highly articulate spoken and written English skills (all patients are English-speaking).
• Remote Workspace: Dedicated, quiet, HIPAA-compliant home office with high-performance computing hardware, high-speed primary internet, backup internet/power solutions, and a noise-canceling headset.

Preferred Qualifications

• Prior experience supporting concierge medicine, direct primary care (DPC), or elite telehealth practices.
• Experience handling medical prior authorizations and insurance documentation.

**Ideal Cand…