Job Overview

We're seeking a full-time, detail-oriented Medical Administrative Assistant to act as the operational right hand to the practice founder. This multi-faceted role spans executive support, new family onboarding, referral partner relationship management, therapist recruitment coordination, and digital presence maintenance. The ideal candidate brings prior medical administration experience, exceptional written and telephone etiquette, and the self-directed discipline to manage CRM pipelines and administrative workflows independently.

Client Overview

Our client is an expanding private pediatric health practice based in New York. Dedicated to serving young clients and their families through personalized care, the practice operates with a strong commitment to clinical excellence and HIPAA compliance. To support their rapid growth, streamline operational workflows, and manage client and partner outreach, our client is looking for a dedicated healthcare administrative professional to join their team.

Schedule: Monday - Friday, 06:00 PM - 02:00 AM EST (40 work hours per week)

Responsibilities

• Executive Administration & SOPs: Manage the founder's inbox and calendar (triaging communications and resolving scheduling conflicts), organize Google Drive structures (documents, templates, SOPs), and continually document/refine operational workflows.
• Family Onboarding & Prospective Client Tracking: Own the new family intake process (sending welcome packages and intake documentation, confirming scheduling), track unconverted prospective families, and manage time-sensitive document collection and reminders.
• Referral Partner Outreach & CRM Ownership: Maintain and update the practice CRM, conduct structured outreach to referral partners (pediatricians, schools, attorneys, community groups), and systematically track follow-up pipelines.
• Patient & Administrative Communications: Handle inbound/outbound calls and messages with a warm, professional, and empathetic tone; draft practice invoices for founder review; and ensure strict HIPAA-compliant handling of sensitive family health data.
• Therapist Recruitment Support: Coordinate recruitment workflows by posting job openings, screening incoming applications, and scheduling interviews for prospective practice therapists.
• Growth & Marketing Support (Self-Directed): Create brand templates in Canva, draft social media and blog captions, research potential community referral partners, maintain the Google Business Profile, and compile basic monthly lead-source reporting.

Requirements

• Healthcare Admin Experience: Background in medical administration, healthcare reception, clinical practice coordination, or executive assistant roles in healthcare.
• HIPAA Compliance & Discretion: Thorough understanding of HIPAA regulations and demonstrated maturity handling sensitive health and family records.
• CRM & Technical Literacy: Proficiency in CRM management, Google Workspace (Drive, Gmail, Calendar, Docs, Sheets), and basic design tools (Canva).
• Workstyle: Meticulous attention to detail, strong organizational independence, and the ability to operate confidently from documented SOPs while knowing when to escalate key decisions.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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