La Jolla Vein Care

Executive Assistant To Medical Doctor

Full Time • La Jolla, CA, United States of America

67,762 - 85,802 (Yearly) Added 3 days, 13 hours ago

Summary

LOCATION

Office-based with occasional interaction in clinical settings.

QUALIFICATIONS

Preferred Bachelor’s degree in Business Administration or Healthcare Administration, proven experience as an Executive Assistant in a healthcare setting, strong knowledge of medical terminology, proficiency in Microsoft Office Suite, and excellent organizational and communication skills.

RESPONSIBILITIES

Provide administrative and operational support to the doctor and team, coordinate meetings, manage correspondence, assist with marketing efforts, support special projects, handle bookkeeping and financial records, manage credentialing and contracting processes, and perform data analysis and reporting.

INDUSTRY

Healthcare

SHORT DESCRIPTION

Seeking a proactive Executive Assistant to support a busy doctor and her team, focusing on administrative tasks, marketing initiatives, and operational support within a fast-paced healthcare environment.

Position Summary:
We are seeking a highly organized, professional, and proactive Executive Assistant to provide dedicated support to a busy doctor and her executive team. The ideal candidate will excel in managing administrative tasks, working independently yet still taking direction and working collaboratively with executive team. This role requires discretion, efficiency, and the ability to thrive in a fast-paced healthcare environment. There are no patient care responsibilities in this position. This is a very important role and has the opportunity to positively impact the medical practice as a whole.

Key Responsibilities:

Administrative Support:
- Coordinate staff meetings and take minutes, distribute to participants
- Handle correspondence such as emails, phone calls, and written communications on behalf of the doctor.
- Prepare, proofread, and organize documents, reports, and presentations as needed.

Operational Support:
- Act as a liaison between the doctor and others, including office staff, vendors, and other professionals.
- Organize and prepare materials for meetings, conferences, and presentations.
- Maintain and update the doctor’s professional credentials, memberships, and continuing education requirements.
- Maintain business records, documents and licenses.

Special Projects:
- Support the doctor with research, data collection, and preparation for lectures, publications, or professional presentations.
- Assist in planning and organizing special initiatives or events.

Marketing
Attend marketing meetings with medical director. Evaluate results of current marketing strategies. Present marketing data to team.
- Be the liaison between doctor and practice with advertising venues.
  Opportunity to be involved with social media if desired by candidate.
- Evaluate the effectiveness of marketing campaigns and provide actionable insights.
- Develop dashboards and regular reports to track key performance indicators (KPIs), including patient acquisition, retention, and ROI of marketing efforts.
- Conduct research on competitors, industry trends, and patient preferences.
- Identify opportunities for new services or enhancements based on market demand and patient feedback.
- Stay updated on healthcare marketing trends and best practices.
- Collaborate with the marketing team to plan, execute, and monitor digital and traditional marketing campaigns.
- Analyze the performance of the practice’s website, social media, and other digital platforms.
- Track metrics such as website traffic, conversion rates, and engagement.
- Recommend and implement improvements to enhance online presence and patient experience.

Products Specialist
- Manage in-office products display and marketing materials
- Manage inventory, profit and loss, contribute to ideas for new products and growth

Book Project Coordination:
Medical Director is working on a medical textbook. Serve as a central point of contact for co-authors, editors, publishers, and other contributors and Oxford University Press.
- Maintain spreadsheet with author / chapter information and communications.

- Track project milestones, deadlines, and deliverables for the book.

Bookkeeping and Financial Support:
- Maintain accurate records of income and expenses, ensuring timely updates to financial ledgers.

Write and issue checks for payments to vendors, service providers, and other recipients. Keep track of bills and when payments are due.
Coordinate with accountants or financial advisors to facilitate tax preparation and other financial processes.

Data Analysis and Reporting:
- Collect and analyze data on patient demographics, appointment trends, and service utilization.
- Audit new patient appointments to ensure patients do not fall through the cracks and have appropriate follow up.
- Monitor and document follow-up appointments, missed visits, and cancellations.

Physician Credentialing:

Gather and verify credentials, including education, licensure, certifications, and work history for physicians.
Maintain accurate and up-to-date provider files in credentialing software and databases.
Submit and monitor applications for privileges with hospitals, clinics, and health systems.
Track expirations of licenses, certifications, and other required documents, ensuring timely renewals.
Ensure compliance with state, federal, and accreditation standards (e.g., Joint Commission, NCQA, CMS).

Contract Management:

Review, negotiate, and manage contracts with payers, institutions, and vendors.
Coordinate with legal counsel and administrative teams to ensure contract terms align with organizational policies.
Monitor and manage contract timelines, renewals, and amendments.
Maintain organized records of all contractual agreements and ensure accessibility for auditing purposes.
Work closely with physicians, administrative staff, and external organizations to streamline credentialing and contracting processes.
Educate and guide new providers on credentialing and enrollment requirements.

- Address inquiries related to credentialing or contracting promptly and professionally.

Preferred Skills:

Familiarity with credentialing platforms (e.g., CAQH, PECOS).
Experience in negotiating contracts with healthcare payers or institutions.
Understanding of billing and reimbursement processes.

Qualifications:

Bachelor’s degree in Business Administration, Healthcare Administration, or a related field is preferred but not required.
Proven experience as an Executive Assistant, Administrative Assistant, or Office Manager, ideally in a healthcare setting.
Strong knowledge of medical terminology and healthcare operations is an advantage.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
Excellent organizational, time-management, and multitasking skills.
Exceptional verbal and written communication abilities.
Ability to maintain strict confidentiality and handle sensitive information with discretion.

Preferred Skills:

Familiarity with electronic medical record (EMR) systems.
Experience coordinating schedules in a fast-paced, clinical environment.
Knowledge of healthcare regulations and insurance processes and HIPAA standards.
Knowledge in Microsoft 365 Teams communication, organization and document management.

Work Environment:
This position is primarily office-based, with occasional interaction in clinical settings. Flexibility to work extended hours may be required based on the doctor’s schedule and needs.

Application Process:
Qualified candidates are encouraged to submit a resume and a cover letter detailing their relevant experience and skills.

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