Practice Manager/Executive Assistant
$52,700–$77,000 year
HybridWest, Texas, United States
Job Summary
Manage a high-volume, complex calendar and serve as the first point of contact for new patient inquiries, including screening, scheduling, and onboarding. Coordinate insurance prior authorizations, submit appeal letters, generate superbills, and manage prescription logistics with pharmacies. Monitor patient satisfaction metrics, analyze seasonal trends, and implement policies to improve operational workflows. Maintain organized intake systems, oversee website updates and marketing efforts, and track referrals to support practice scaling. Assist with physician travel logistics and occasional home maintenance coordination. Transitioning to a hybrid role (~80% in-person in West LA) by fall with a 30-40-hour week.
Required Qualifications
- Minimum of 2 years of experience as an executive assistant supporting physicians, attorneys, or c-suite executives
- Experience working in or closely with healthcare practices
- Familiarity with medical billing systems and basic medical terminology
- Superior patient service skills to handle escalated issues
- Ability to supervise, train, motivate, and evaluate new staff
- Strong communication skills in order to effectively handle conflicting views or issues
- Ability to prioritize and manage multiple competing urgent responsibilities independently
- Prior experience in a manager or supervisory role in healthcare management
- Exceptionally organized with strong attention to detail
- Proactive self-starter and able to anticipate needs independently
- Calm, professional, and highly reliable
- Comfortable working with potentially high-acuity patients in a mental health setting with a high degree of professionalism, sensitivity, empathy, and discretion
- Comfortable asserting informed opinions about operations workflows in a respectful manner, even when this challenges the physician's perspective
- Ability to enforce boundaries to protect the physician's time
- Tech-savvy and quick to learn new systems
- Interested in long-term growth and increasing responsibility over time
- Driven to deliver high-quality patient care
- 30-40-hour work week
- primarily remote to start
- transitioning to a hybrid role (~80% in-person in West LA) by the fall
- Some evening hours may be required once in person
Desired Qualifications
- Minimum of 2 years of experience as an executive assistant supporting physicians, attorneys, or c-suite executives strongly preferred
- Experience working in or closely with healthcare practices preferred
- Familiarity with medical billing systems and basic medical terminology preferred
- Prior experience in a manager or supervisory role in healthcare management preferred
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