Medical Operations Admin

The Role : Job description

• Provide administrative support to the Manager of Operations with duties related to coordinating appointments (including messaging and coordinating with clients), managing clinician calendars, attending meetings to support the team and follow-up reminders / support, and coordinating communication to keep multiple priorities aligned.
• Assist with prior authorizations, digital fax sorting, and refill requests and delegate relevant tasks to the clinical team
• Handle prior authorizations for treatments or medications
• Communicate with clients via phone, email, or other channels
• Schedule appointments and support calendar management
• Assist the RN (Registered Nurse) and NP (Nurse Practitioner) teams
• Work within backend systems to manage patient and operational data
• Answer incoming phone calls and route messages to appropriate team members
• Manage incoming and outgoing faxes, including delegation to relevant staff
• Order and track medical supplies and supplements
• Relay patient requests to the appropriate medical team members
• Set appointments for 10-minute introductory calls with prospective clients on behalf of the sales team
• Transcribing lab results into patient tracking charts
• Support team leadership with performance reviews and planning documentation.
• Support the onboarding of new leads and clients for recruiting, including managing tracking and reporting.
• Support our clinical team with task tracking in Asana, and work in the following systems : Active Campaign, Practice Better, Kajabi, Google Voice, and Google Workspace
• Set up the onboarding of new team members, including setting up new accounts, creating proper channels in Slack as needed, adding them to Practice Better (our EMR), etc.
• Review contractor time sheets and confirm for accuracy and report to finance office for payroll
• Work within our project management system, including setting up the monthly workflows, overseeing weekly productivity, and reporting on any issues.
• Process Improvement and Documentation
• Assist in documenting standard operating procedures (SOPs) for various operational tasks.
• Identify inefficiencies in workflows and propose process improvements.
• Reporting & Data Analysis
• Assist in generating reports related to operational performance, recruitment, and other key metrics.
• Track and analyze data from our software systems
• Event and Meeting Coordination
• Assist in organizing company events, team meetings, or webinars.
• Handle logistics such as venue booking, virtual meeting setup, and guest coordination.
• Expense and Budget Tracking
• Assist in monitoring expenses related to operations, travel, or events.
• Process reimbursements and maintain financial documentation.
• System Support
• Act as the first point of contact for minor IT or system-related troubleshooting Coordinate with IT support for larger issues. (Password reset, etc)
• Team & Culture Support
• Help maintain a positive company culture by coordinating internal communications, team-building initiatives, and morale-boosting activities.

Ideal Profile :

EXPERIENCE AND SKILLS REQUIRED :

TECH REQUIREMENTS :

Job Type : Full-time

Schedule : 3AM - 11AM Philippine Time Monday-Friday

We offer the following bonus for full-time members

What's on Offer?