Administrative and Operations Assistant

• *Job Summary: **We are looking for a highly organized and dependable Medical Administrative Assistant to manage the front-office and patient coordination side of our practice. This role covers patient scheduling, insurance eligibility and benefits verification, records upkeep, and day-to-day communication with patients. The ideal candidate is meticulous with details, comfortable handling sensitive patient information, and confident communicating with patients and insurance representatives in clear, professional English.

Key Responsibilities

• Schedule, reschedule, and coordinate patient appointments across the practice calendar
• Send appointment confirmations and reminders, and follow up on unconfirmed or missed appointments
• Verify insurance eligibility and benefits prior to patient visits and document coverage details accurately
• Maintain and update patient records and documentation to keep files complete, accurate, and current
• Handle inbound patient calls, emails, and messages, responding promptly and professionally
• Conduct outbound patient outreach for confirmations, follow-ups, and information requests
• Manage recall lists and proactively contact patients who are due for return visits or follow-up care
• Track and follow up on incomplete documentation, missing information, and pending verifications
• Provide general administrative and operational support to keep daily practice workflows running smoothly
• Escalate clinical questions and unusual cases to the appropriate team member rather than resolving independently

Mandatory Skills

• Proven experience in patient scheduling, appointment coordination, or medical front-office administration
• Hands-on experience with insurance eligibility and benefits verification
• Proficiency with electronic medical or health record systems (EMR/EHR) and practice management software
• Excellent spoken and written English with a clear, professional, patient-facing phone manner
• Strong understanding of patient confidentiality and careful handling of sensitive information
• High level of accuracy in data entry and documentation
• Comfortable making a high volume of outbound calls and follow-ups
• Reliable, detail-oriented, and able to work independently
• Strong communication and follow-through skills

Preferred Skills

• Familiarity with HIPAA requirements and compliant handling of patient data
• Working knowledge of medical terminology and common insurance and billing terms
• Experience with prior authorizations or claims follow-up
• Prior experience supporting a US-based healthcare, dental, or specialty practice
• Experience managing recall or patient reactivation campaigns
• Ability to manage multiple priorities simultaneously in a fast-moving environment

• *Why Join Us: **This is a stable, long-term opportunity to become a trusted part of a practice where your organization and attention to detail directly improve the patient experience. You will have real ownership over the scheduling and verification workflow, with room to grow your responsibilities over time. We value reliability, clear communication, and people who take pride in getting the details right.

Work Schedule

Monday to Friday, 2 hours per day, Pacific Time