Medical Director Support Specialist

5 days ago

San Diego, California, United States Reproductive Partners Fertility Clinic- San Diego Full time
Job Title: Executive Assistant to the Medical Director

Reproductive Partners Fertility Center – San Diego is a leading fertility clinic in Southern California, recognized for its success in IVF, egg freezing, and other fertility treatments.

We are seeking a highly organized and motivated Executive Assistant to support the Medical Director at our fertility practice. The ideal candidate will have excellent project management, organizational, and administrative skills, interest in reproductive medicine, and the ability to manage multiple tasks efficiently.

Key Responsibilities:

  • Schedule and manage appointments, meetings, and events for the Medical Director.
  • Screen and prioritize emails/messages and respond on behalf of the Medical Director as requested.
  • Arrange travel accommodations and itineraries as needed.
  • Create, edit, and format documents, presentations, and reports.
  • Assist with administrative projects and help develop workflows to improve efficiency.
  • Transcribe dictations from the Medical Director accurately and efficiently.
  • Serve as a liaison between the Medical Director, management team, clinic staff, and outside professionals, ensuring clear and efficient communication.
  • Support the Medical Director with maintaining communication with referring physicians.

Clinical Support:

  • Meet with the Medical Director every morning to review the day's patient schedule and prepare accordingly.
  • Organize and maintain patient records, ensuring all documentation is up-to-date and easily accessible.
  • Act as a scribe for the Medical Director during initial patient consultations, ultrasound examinations, and other clinical encounters.
  • Review patient consultation notes and sign off documentation with the Medical Director.
  • Review patient lab results with the Medical Director daily and assist with review sign-offs.
  • Collaborate with coordinators to manage patient care and treatment.
  • Assist with keeping patient prescriptions up to date.
  • Communicate and coordinate with the QI Manager on clinical questions and concerns as requested by the Medical Director.
  • Search and retrieve medical research papers and articles from databases as requested by the Medical Director.
  • Optimize clinical charting and documentation processes to improve efficiency and accuracy.
  • Help optimize and document clinical workflows, ensuring efficient practice operations.

Requirements:

  • Education: Bachelor's degree in healthcare administration, business, project management, or a related field preferred.
  • Experience: Previous experience as an executive assistant, preferably in a medical or clinical setting.
  • Skills:
  • Excellent organizational, multitasking, and communication skills.
  • Advanced proficiency in Microsoft 365 – primarily Outlook, Teams, Word, PowerPoint, and Excel -, medical software, and various software programs, AI tools, and practice management systems.
  • Experience with learning and implementing new technologies and systems to enhance practice operations.
  • Detail-oriented, proactive, and able to maintain confidentiality and handle sensitive information with discretion.
  • Strong problem-solving and critical thinking abilities and a team-player mentality.

Benefits:

  • Competitive salary
  • Health, dental, and vision insurance options
  • Retirement savings plan
  • Paid time off and holidays
  • Opportunities for professional development and growth
  • A friendly and supportive work environment

How to Apply:

Interested candidates should submit their resume and cover letter outlining their qualifications and experience. Please include references and any relevant certifications.

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