Administrative Support Specialist
6 days ago
We are seeking a highly skilled and organized Executive Administrative Assistant to support the day-to-day operations of our medical practice. The ideal candidate will have a strong background in administrative support and be able to multitask with ease.
Key Responsibilities- Support for the Medical Director
- Provide high-level administrative support to the Medical Director, including managing calendars, scheduling appointments, and organizing meetings.
- Manage and coordinate travel, interviews, and other meetings as needed.
- Schedule and support clinical and administrative meetings with other physicians, staff, vendors, and business partners.
- Monitor physician personal and professional email, fast-tracking urgent or sensitive requests.
- Act as a personal assistant for errands, calls, appointments, and to be available by text as needed.
- Manage Physician Receipts and Expenses
- Assist with coordinating purchases as needed for the physician and practice.
- Submit expenses to via appropriate channels, including but not limited to, expensify, and various hospital entities.
- Submit time sheets and expense reports for research, on-call coverage, and other billing as needed.
- Deposition/Legal Requests
- Manage requests from external entities for physician appearance.
- Periodically review administrative fee schedule with the medical director.
- Organize Documentation
- Organize documentation for medical reviews, clinical research presentations, and lectures.
- Support for Business Operations
- Coordinate interviews for open positions.
- Work closely with the Recruiter to schedule qualified candidates and manage applicants via Hirebridge.
- Schedule calendar invites for interviews, shadowing interviews, and start dates.
- Coordinate with front desk staff to alert appropriate staff of candidate's arrival and/or location for interview.
- Assist with onboarding and obtaining badges/parking for the practice location.
- Purchase office supplies for the practice (mainly the Halsted location).
- Communicate supply needs for larger expenses and/or irregular expenses with the Practice Administrator and maintain inventory storage.
- Review monthly order with Practice Manager before submitting purchase order.
- Submit inventory sheets, provided by the Inventory Medical Assistant, to billing and file appropriately.
- Maintain the updated call schedule.
- Circulate and post the call schedule for all physicians.
- Send to relevant hospitals, internal staff, and physicians.
- Respond to patient and external requests for release of medical records and physical copies of imaging (CD's).
- Open and distribute office mail and scans invoices to accounting.
- Review end-of-day sheets from the front office staff on a weekly basis.
- Deposit collected patient payments at least twice monthly before the close of the month and communicate with the accounting department.
- Coordinate interviews for open positions.
- Compliance and Confidentiality
- Handle sensitive information with the utmost confidentiality and discretion.
- Maintain files for licensure and accreditation for the physicians, practice, and clinical equipment.
- Ensure compliance with all relevant regulations, including HIPAA, when handling patient information or practice data.
- Other Selected Administrative Duties
- Perform other selected administrative duties as directed by physician or management.
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