Job Overview

We are looking for a proactive, detail-oriented Medical Administrative Assistant to act as the right hand to our lead practitioner. In this role, you won't just be "handling paperwork"—you will be a critical part of the care team, ensuring the clinic runs smoothly so our patients receive the highest quality of care. The ideal candidate is a master of "triage," capable of managing complex schedules, sourcing medical equipment, and keeping patient communications seamless.

Core Responsibilities

Patient & Practitioner Management

• Communication: Serve as the primary point of contact for patients via email and Slack; send treatment plans, chart updates, and follow-ups.
• Scheduling: Manage the practitioner’s calendar, patient appointments, and daily task lists.
• Clinic Support: Source and order supplements, medical equipment, and professional courses.
• Triage: Monitor communications to handle routine tasks independently while escalating urgent matters (like prescription refills) to the doctor.

Auditing & Compliance

• Quality Control: Conduct weekly audits of Slack, patient charts, and emails to ensure no task is left unfinished.
• Retention: Perform monthly patient reviews to identify who has rebooked and follow up with those who haven't.
• Annual Maintenance: Manage renewals for professional licensing, insurance, and memberships.

Administrative & Creative Support

• Documentation: Transfer chart notes, fax prescriptions, and manage billing/payments.
• Content Creation: Help draft patient handouts, blog posts, and other marketing materials to support clinic growth.
• Bookkeeping: Maintain minimal bookkeeping records to track monthly bills and payments.

Key Deliverables & Workflow

Frequency	Key Tasks
Daily	Email/Slack sorting, task summaries, chart updates, and calendar management.
Weekly	Patient follow-ups, Slack/Chart/Email audits, and attending 1–5 sync meetings.
Monthly	Payment tracking, billing, and re-booking audits.
Annually	Ensuring all medical licenses and insurance policies remain active.

Requirements

• Communication: Exceptional written and verbal communication skills; ability to draft professional emails and marketing content.
• Technical Proficiency: Comfortable using Slack, digital calendars, and Electronic Medical Records (EMR) software.
• Organization: High level of "follow-through" with the ability to manage a practitioner’s task list without constant supervision.
• Flexibility: Ability to attend weekly meetings during specific windows (3–5 PM PST or 8–9 PM PST).
• Experience: Previous experience in a medical or wellness administrative role is highly preferred.

Personal Attributes

• Proactive Problem Solver: You don’t just report a problem; you look for a way to solve it before the doctor even sees it.
• Detail-Obsessed: You’re the type of person who notices if a chart note is missing a signature or a patient hasn't received their plan.
• Compassionate: You understand that behind every email is a patient seeking help.

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.