Medical Administrative Executive Assistant

Job Description Our client, a leading healthcare provider committed to delivering exceptional patient care and innovative medical solutions, is hiring a Medical Administrative Executive Assistant to support their dynamic clinical team. This vital role serves as the first point of contact for patients, providers, and vendors, ensuring smooth administrative operations and an enhanced patient experience. The ideal candidate will demonstrate outstanding organizational skills, professional communication, and a proactive approach to managing busy schedules and complex healthcare workflows.

• This position is onsite 1 day a week in NY and 4 days in Westchester.

Responsibilities And Duties

• Proactively manage the surgeon’s calendar, optimize scheduling, and coordinate appointments, meetings, and vendor visits.
• Send office notes and follow-up communications to referring doctors to maintain strong professional relationships.
• Answer and screen phone calls, direct messages appropriately, and follow up on pending actions to ensure timely responses.
• Handle patient requests efficiently, including prescription renewals, medical record requests, and appointment confirmations.
• Manage message center, fax communications, and accurately attach documents to patient charts.
• Coordinate with healthcare providers on patient requests they cannot handle directly and ensure follow-up.
• Process medical records requests, ensuring timely dispatch and proper documentation.
• Verify patient insurance details and eligibility before appointments, and ensure accurate data entry.
• Schedule international and VIP patients with special considerations for urgent or high-priority cases.
• Track diagnostic studies, coordinate radiology procedures, and obtain necessary authorizations.
• Support administrative projects to improve patient/provider interactions, including updating forms and tracking follow-up actions.
• Assist with office logistics such as patient check-in, document scanning, and compliance with healthcare regulations.
• Collaborate on marketing and practice growth activities, including organizing networking events and outreach.

Requirements

• Associates degree required; Bachelor’s degree preferred.
• Minimum of 3 years’ experience supporting healthcare providers or in a medical administrative role.
• Exceptional organizational skills and attention to detail.
• Strong proficiency with EMR systems and familiarity with handling medical documentation.
• Excellent communication skills, both written and verbal.
• Ability to prioritize tasks effectively in a fast-paced environment.
• Knowledge of healthcare regulations, billing procedures, and insurance verification processes.

Some Of The Benefits

• Competitive salary package tailored to experience and qualifications.
• Health, dental, and vision insurance options.
• Paid time off and professional development opportunities.
• Supportive team environment with opportunities for growth.
• Flexible work arrangements based on role requirements.

Salary: The posted range is not a guarantee. The actual salary will be based on qualifications, experience, and education and could fall outside of this range. Contact us for more information.

Take the next step in your healthcare administrative career—apply now to join a dedicated team committed to excellence in patient care and operational efficiency.