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Goodwin Recruiting Logo Goodwin Recruiting · Office Administration

Medical Administrative Executive Assistant

United States, West Harrison Employment contract 70000.00 - 95000.00 USD / Year · Job Posted May 27, 2026
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Job Description

Medical Administrative Executive Assistant Reports To Practice Manager and Business Owner Job Overview We are seeking a highly organized, proactive, and patient-focused Medical Administrative Executive Assistant to join our growing specialty medical practice. This individual serves as the primary patient facilitator and administrative support professional, ensuring smooth day-to-day operations while delivering an exceptional patient experience. The ideal candidate is detail-oriented, resourceful, professional, and able to manage multiple priorities in a fast-paced healthcare environment. This role involves patient scheduling, provider coordination, insurance verification, medical records management, executive calendar support, and communication with referring physicians and vendors.

Job Responsibility

  • Manage physician and practice calendars, including meetings, calls, vendors, and scheduling priorities
  • Coordinate and confirm appointments, meetings, and networking events
  • Answer, screen, and direct phone calls while ensuring timely follow-up
  • Serve as the primary point of contact for patients, providers, and vendors
  • Expedite patient and provider requests, including prescription renewals and medical documentation
  • Confirm patient appointments at least 48 hours in advance
  • Assist with patient check-in and ensure all demographic and insurance information is entered accurately into the EMR system
  • Verify insurance eligibility prior to appointments
  • Obtain and document authorizations for radiology studies, therapies, and medical equipment
  • Coordinate with radiology facilities and outside providers for scheduling and approvals
  • Manage incoming faxes, messages, and correspondence within the EMR system
  • Scan, upload, label, and maintain patient records and diagnostic studies
  • Process medical records requests in a timely manner
  • Upload imaging studies and coordinate the return of CDs or mailed records
  • Maintain tracking logs for diagnostic studies and follow-up appointments
  • Ensure patients are enrolled in and actively using the patient portal
  • Support referral relationships by ensuring office notes and correspondence are sent promptly
  • Coordinate physician networking events, meetings, and outreach activities
  • Assist with operational projects and patient experience improvements
  • Coordinate legal and deposition-related physician scheduling and documentation
  • Provide occasional support for surgery coordination if needed
  • Perform additional duties as assigned based on the needs of the practice

Requirements

  • Associate degree required
  • Bachelor's degree preferred
  • Minimum of 3 years of experience in an administrative assistant or medical administrative role
  • Strong multitasking, organizational, and time-management skills
  • Excellent written and verbal communication skills
  • Professional phone etiquette and interpersonal skills
  • Ability to prioritize tasks and work independently in a fast-paced environment
  • Knowledge of insurance procedures and medical office workflows
  • Strong attention to detail and problem-solving abilities
  • Proficiency with Microsoft Office Suite and EMR systems such as Epic or Dr. Chrono preferred
  • Comfortable working with both PC and Mac platforms
  • Professional appearance and demeanor
  • Reliable, punctual, and team-oriented
  • Honest, proactive, and accountable
  • Strong sense of responsibility and confidentiality
  • Ability to sit, stand, walk, and use office equipment regularly
  • Occasionally lift or move up to 25 pounds
  • Ability to perform repetitive hand and arm movements
  • Visual abilities including close vision, distance vision, and focus adjustment

Nice to have

  • Experience in a specialty medical practice
  • familiarity with workers' compensation and no-fault cases
  • experience coordinating radiology authorizations and medical records
  • knowledge of patient scheduling and healthcare operations workflows
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