(Remote) Medical Administrative Assistant (With Vaccine Expertise)

Medical Administrative Assistant (With Vaccine Expertise)

Company: Teamficient

Salary Range: $800 - $1,000 (Negotiable for highly experienced candidates)

Time Range: Between 7 AM – 7 PM CST

Working Hours: 9-hour shift (8 working hours + 1-hour break)

Days Off: TBD (2 days per week)

Why Join Teamficient?

• Competitive salary based on experience
• Opportunity to grow within an international, people-first organization
• Supportive work environment that values innovation, inclusion, and career growth

Job Overview

We are seeking a highly organized and detail-oriented Medical Administrative Assistant to provide comprehensive administrative support for a healthcare clinic. This role is critical to ensuring seamless daily operations, exceptional patient coordination, and efficient support to medical and executive staff. The ideal candidate will possess strong organizational skills, excellent communication abilities, and a proactive approach to managing multiple priorities in a fast-paced medical environment.

This position is also well-suited for experienced Executive Assistants seeking to transition into or continue working within the healthcare sector.

Key Responsibilities

Administrative & Office Management:

• Manage and maintain organized digital and physical filing systems for patient records and clinic documentation
• Coordinate office supplies inventory and liaise with external service providers as needed
• Handle incoming and outgoing correspondence, including emails, phone calls, and patient inquiries, with professionalism and discretion

Data Entry & Patient Information Management:

• Perform accurate and timely data entry of patient information into clinic systems
• Update and maintain patient records, ensuring all information is current and complete
• Verify patient demographics, contact information, and medical history details
• Support coordination between departments to facilitate smooth patient care and clinic operations

Calendar & Scheduling Management:

• Schedule patient appointments, consultations, and follow-up visits efficiently
• Manage executive calendars, including meeting coordination and travel arrangements for clinic leadership
• Coordinate scheduling to optimize clinic workflow and patient access

Patient & Clinical Coordination:

• Serve as a primary point of contact for patient communications and inquiries
• Assist with patient onboarding processes and ensure all necessary documentation is completed accurately
• Support vaccine-related administrative tasks, including scheduling, documentation, and patient communication

Documentation & Compliance:

• Prepare and format medical reports, correspondence, letters, and other clinic-related documents
• Assist with data entry, document tracking, and maintenance of internal records
• Ensure compliance with healthcare regulations, clinic policies, and administrative procedures
• Support tracking of deadlines, deliverables, and compliance requirements

Executive Support:

• Provide high-level administrative assistance to clinic executives and medical leadership
• Prepare presentations, reports, and summaries for leadership review
• Handle confidential patient and business information with the utmost discretion and professionalism

Qualifications & Requirements

• Proven experience in administrative, medical administrative, or executive assistant roles
• MUST have knowledge of vaccines (vaccine types, schedules, documentation, and related administrative processes)
• Strong organizational and multitasking abilities with exceptional attention to detail
• Excellent data entry skills with high accuracy and efficiency
• Excellent verbal and written communication skills in English
• Proficiency in office software and tools (e.g., Microsoft Office, Google Workspace)
• Ability to manage calendars, schedules, and coordinate multiple priorities independently
• Professional demeanor with a strong sense of discretion, particularly when handling confidential medical and patient information
• Ability to work independently and collaboratively in a remote or team environment
• Tech-savvy with the ability to quickly learn and adapt to new systems and software

Preferred Qualifications

• Degree or diploma in Business Administration, Healthcare Administration, or related fields
• Experience working in a medical, clinical, or healthcare environment
• Previous experience as an Executive Assistant supporting senior leadership
• Familiarity with medical terminology and healthcare processes
• Experience with vaccine administration programs, immunization records, or public health initiatives
• Experience with administrative and scheduling software (e.g., EMR systems, CRM tools, Trello, Notion, Slack)
• Intermediate to advanced level of English (C1–C2 preferred)
• US-based healthcare experience is a plus, but not required

Technical Requirements (Work-From-Home Setup)

• Reliable high-speed internet connection
• Quiet, distraction-free work environment
• Ability to log in on time and adhere to assigned schedules
• Comfortable working independently while communicating regularly with the team
• Willingness to attend virtual meetings, coaching, and training sessions

TeamFicient is committed to connecting talented professionals with meaningful career opportunities. By joining our client's team, you will play a vital role in supporting a respected healthcare clinic dedicated to delivering exceptional patient care and outcomes.

Job Type: Full-time

Education:

• Bachelor's (Preferred)

Experience:

• Vaccine: 3 years (Required)

Language:

• English (Required)

Work Location: Remote