Executive Assistant to a Doctor of Physical Therapy Part Time

We are seeking a highly organized professional detail oriented and proactive Executive Assistant to support the owner of Anderson Sport and Wellness Physical Therapy Dr. of physical therapy Nicole Anderson. You will assist in managing administrative tasks coordinating schedules and facilitating efficient operations within a busy practice. The ideal candidate will have 2 years experience as an executive assistant exceptional communication skills keen attention to detail and the ability to handle sensitive information with discretion.

Anderson Sport and Wellness Physical Therapy is a holistic out of network specialist practice located in Newport Beach will be part of a dynamic energetic and positive-focused team working together to provide specialist physical therapy care to improve peoples lives. We regularly help people return to their active lives after being disabled or in severe pain through the use of cutting edge technology and specialized physical therapy knowledge and skills.

Key Responsibilities

• Schedule Management: Coordinate and manage the doctors calendar including scheduling appointments meetings and consultations while prioritizing urgent needs and ensuring optimal time allocation.
• Patient Communication: Act as a liaison between the doctor and patients handling inquiries scheduling follow-ups and ensuring clear professional and empathetic communication.
• Administrative Support: Prepare and organize medical records reports and correspondence; manage email and phone communications; and maintain confidential patient and practice-related documentation.
• Meeting Coordination: Arrange and prepare materials for meetings conferences or presentations including agendas medical charts or research summaries and take detailed notes when required.
• Travel and Event Planning: Organize travel arrangements for conferences seminars or professional engagements including booking flights accommodations and preparing itineraries.
• Office Management: Oversee office supplies coordinate with vendors and ensure the smooth operation of the doctors office or clinic including liaising with other staff members.
• Billing and Insurance Support: We are an out-of-network provider therefore no medical billing experience or expertise is needed. You will assist with processing billing inquiries and ensuring accurate documentation for reimbursements or claims. We provide superbills to patients for them to submit for out of network benefits. Because we are out of network your role ensuring proper superbill creation and distributionis not complicated.
• Confidentiality: Handle sensitive patient information and practice details in compliance with HIPAA and other relevant regulations.
• Ad Hoc Tasks: Support the doctor with personal or professional tasks as needed such as research preparing presentations or managing special projects.

Qualifications

• Education: Bachelors degree preferred or equivalent combination of education and experience in an administrative or healthcare-related role.
• Experience: Minimum of 2 years of experience as an executive assistant preferably in a healthcare or medical setting.

Skills:

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and familiarity with electronic medical record (EMR) systems.
• Ability to multitask and prioritize in a fast-paced environment.
• High level of professionalism and discretion when handling confidential information.
• Knowledge: Familiarity with medical terminology and healthcare processes is a plus.
• Attributes: Detail-oriented proactive adaptable and able to work independently or as part of a team.

Hours and Compensation:

• Part-time 20-29 hours a week position at the clinic in Newport Beach CA. The schedule is very flexible.
• Hourly compensation $43-$55 per hourbased on experience.

Our Interview Process

We are an equal opportunity employer seeking detail oriented growth-minded individuals who want to make a difference in the lives of people suffering with pain or disability. Our interview process will include pre-hire assessments to understand your competence with office software your attention to detail and ability to follow directions.