Executive Medical Assistant

Full Job Description

Medical Executive Assistant / Patient Services Specialist

Position Summary

We are seeking a highly organized, service-oriented Medical Executive Assistant who embodies our core values of excellence, teamwork, and genuine care for others. This role serves as a critical liaison between patients, providers, executives, and internal teams. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced medical environment while delivering exceptional patient and executive support.

This position blends patient-facing medical administration, executive-level calendar and project management, and high-touch customer service, requiring professionalism, discretion, and ownership of responsibilities from start to finish.

Job Responsibilities

Key Responsibilities

Patient & Clinical Support

• Schedule patient appointments, diagnostic tests, and medical procedures
• Manage patient check-in and check-out, including insurance verification and pre-certifications
• Prepare for upcoming appointments by completing questionnaires and ensuring documentation readiness
• Answer phones, route calls appropriately, and provide empathetic, accurate patient support
• Maintain filing, faxing, and electronic medical records with attention to accuracy and compliance
• Uphold confidentiality and professionalism in all patient interactions

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and coordinate travel (flights, hotels, rental cars, itineraries)
• Handle professional correspondence, including emails, phone calls, follow-ups, and documentation
• Create, edit, and format professional documents, spreadsheets, and presentations
• Maintain and update CRM and EMR systems with timely and accurate data entry
• Track invoices, receipts, and expenses; assist with basic bookkeeping and reconciliation
• Research vendors, services, and opportunities as requested
• Coordinate personal tasks such as appointments, reservations, and errands as needed
• Take ownership of assigned projects, managing tasks independently with minimal supervision

Customer Service & Team Collaboration

• Deliver exceptional customer service that promotes patient satisfaction and loyalty
• Address inquiries and concerns with empathy, efficiency, and professionalism
• Collaborate with clinical and administrative teams to enhance service delivery
• Contribute to a positive, supportive, and solutions-focused work environment
• Participate in ongoing training and professional development
• Consistently represent and uphold the organization’s mission, values, and standards

Job Requirements

Qualifications & Requirements

• Proven experience in a medical office, executive assistant, or client-facing role
• Knowledge of medical terminology, insurance verification, and scheduling workflows
• Experience with EMR systems (eClinicalWorks preferred)
• Strong verbal and written communication skills in English
• Excellent attention to detail, time management, and organizational skills
• Ability to multitask and adapt in a fast-paced healthcare environment
• High level of accountability, discretion, and professionalism
• Proficiency in Microsoft Office and general computer systems
• Reliable internet connection and quiet workspace (for remote or hybrid roles)

Skills & Competencies

• Customer Service & Patient Support – Expert
• Communication (Written & Verbal) – Expert
• Organizational & Time Management – Advanced
• Multitasking & Problem-Solving – Advanced
• Team Collaboration & Initiative – Advanced
• Preference for those with experience in behavioral health/psychology

Skills Required

• Customer Service - Intermediate

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