Medical Operations Admin

JOB RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Patient Communication & Phone Support

• Serve as the first point of contact for patient calls, messages, and inquiries.
• Answer incoming calls Monday–Friday, 9 AM–5 PM EST (via VOIP system once implemented).
• Handle call triage, take messages, coordinate callbacks, and escalate urgent concerns appropriately.
• Provide friendly, patient-centered customer support at all times.

Scheduling & Calendar Coordination

• Manage patient appointments, follow-up visits, and new patient onboarding.
• Coordinate scheduling directly in the EMR (CHARM) and ensure accurate availability.
• Support the practice owner by monitoring appointment flow and reducing scheduling gaps.

EMR & Clinical Administrative Support

• Work within CHARM EMR to update patient information, document communication notes, and manage workflows.
• Enter lab results or clinical data into EMR.
• Submit prior authorization requests for treatments or medications.
• Manage refill requests and route them appropriately.
• Sort and process digital faxes, assigning them to the correct provider or work queue.
• Triage requests and needs from patients and escalate as appropriate to provider

Lab Ordering & Coordination

• Place routine lab orders via Rupa and other partner lab portals.
• Follow lab workflows for standardized programs (e.g., all new patients in a specific program receiving the same lab panel).
• Track lab completion and support patients with questions about lab logistics.

Inbox & Communication Management

• Manage practice email inbox daily and ensure timely, accurate responses.
• Organize and prioritize messages for the practice owner.
• Identify urgent patient care messages and escalate when necessary.

Administrative Operations

• Maintain internal spreadsheets, tracking sheets, and shared Google Drive files.
• Perform recurring operational tasks with accuracy (data entry, tracking updates, reminders).
• Support light tech tasks such as updating templates, forms, or practice documents inside CHARM or Google Workspace.
• Creating or updating internal SOPs for administrative processes.
• Supporting process improvement projects as the practice grows.
• Light community or social media inbox management during open bandwidth.
• Assisting with onboarding workflows, document organization, or simple marketing support (following existing instruction sets).

EXPERIENCE AND SKILLS REQUIRED:

• Minimum 2+ years in customer service, medical office admin, healthcare coordination, or related clinical administrative role.
• 2+ years in Medical background is required (experience in functional medicine or women’s health is a plus).
• Experience with EMRs — CHARM experience ideal but not required.
• Experience with lab portals such as RUPA or similar systems is a strong advantage.
• Strong written and verbal English communication (voice recording required as part of the application).
• Excellent attention to detail and accuracy in data entry.
• Ability to provide calm, compassionate patient communication.
• Tech-comfortable: Google Workspace, VOIP systems, email management, spreadsheets, EMR
• Able to work full-time hours even during low-call periods.

TECH REQUIREMENTS:

• Computer: at least i5 or equivalent with 8GB RAM.
• Internet Speed: At least 50 MBPS download speed.

Job Type: Full-time

Schedule: 9AM - 5PM EST M-F

Salary Range: P40,000-60,000 full-time monthly, depending on experience.