Medical Scheduling, Records & Executive Operations Assistant

Job Overview

Our client is seeking a highly organized and detail-oriented Medical Scheduling, Records & Executive Operations Assistant to support physician scheduling, hospital coordination, medical records management, credentialing, billing audits, and executive administrative functions. This role will manage daily and monthly scheduling operations across six hospital facilities, coordinate physician availability and leave requests, maintain accurate medical records and operational reports, and provide ongoing support to providers and internal departments. The ideal candidate is comfortable handling high-volume administrative work, working with multiple stakeholders, maintaining accurate data, and managing time-sensitive healthcare operations with professionalism and confidentiality.

Schedule For Full-Time roles:  Monday to Friday, 9:00 am to 6:00 pm Pacific Time with 1 hour unpaid break (8 hours a day/40 hours per week)

Responsibilities

1. Physician Scheduling & Hospital Operations

• Coordinate daily and monthly physician scheduling across six hospital facilities.
• Gather physician availability, manage leave requests, and maintain scheduling calendars and rotations.
• Communicate schedule updates, assignments, and changes to physicians, hospitals, and internal stakeholders.
• Liaise with hospital teams to ensure staffing needs and scheduling requirements are aligned.
• Provide ongoing provider operational support through email and text.
• Manage scheduling workflows and identify opportunities for process improvements.

1. Medical Records & ShareFile Management

• Manage and supply missing medical records through Monday.com.
• Download, review, organize, and upload medical charts to ShareFile.
• Contact providers and follow up on missing documentation across five hospitals.
• Coordinate ShareFile upload requests and maintain accurate records of completed submissions.
• Ensure medical records and supporting documentation are organized and handled securely.

1. Credentialing & Provider Administration

• Coordinate credentialing requirements for existing providers.
• Assist with new provider applications and credentialing processes.
• Respond to applicants, update tracking sheets, and coordinate with the Credentialing Team.
• Set up provider access and assist with IT-related administrative requests.
• Maintain accurate provider files, records, and credentialing trackers.

1. Billing, Attendance & Reporting

• Coordinate payroll-related requests and manually update attendance records for overtime hours.
• Perform daily Plexus sweeps to identify and follow up on approximately 15–20 incomplete entries per day.
• Coordinate billing audits involving critical notes, A-lines, and missing times.
• Prepare weekly after-hours utilization reports across multiple hospitals.
• Coordinate case volume reporting and ShareFile upload requests.
• Support direct patient billing inquiry coordination.
• Manually extract and reconcile daily case data from hospital PDF reports into tracking sheets.
• Upload updated actual case trackers to ShareFile and maintain data accuracy.

1. Executive & Administrative Support

• Manage calendars, meeting reminders, and administrative schedules.
• Organize events, complete forms, conduct research, and prepare email correspondence.
• Maintain file and data management systems.
• Coordinate cross-department requests involving billing, medical staff, and compliance teams.
• Support workflow improvements and other administrative tasks as required.

Requirements

• Windows laptop/computer is required.

Qualifications

• 3+ years of experience in healthcare administration, medical scheduling, medical records, executive assistance, or a related field.
• Experience coordinating schedules across multiple facilities, departments, or teams.
• Familiarity with medical records, provider credentialing, hospital operations, or healthcare billing workflows.
• Strong proficiency in Microsoft Excel or Google Sheets, including data entry, tracking, and reconciliation.
• Experience using project management and file management platforms such as Monday.com and ShareFile.
• Strong written and verbal English communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities, deadlines, and high-volume administrative tasks.
• Comfortable coordinating with physicians, hospitals, providers, and internal departments.
• Ability to handle confidential h…