Administrative Assistant - Marketing

Position Summary

The Marketing Administrative Assistant is an integral member of our retina specialist practice, dedicated to maintaining accurate, up-to-date patient records while ensuring seamless communication between physicians, referring doctors, clinic personnel, and marketing teams. This full time position supports patients indirectly by enabling physicians to focus on clinical care, maintaining workflow efficiency, and ensuring all correspondence is managed effectively.

Duties/Responsibilities

• Accurately input, update, and maintain patient data in the Medical Data Interface (MDI) system, ensuring all information is complete and secure
• Will perform various routine audits to identify and correct discrepancies to ensure all referral data, contact details, and communications are kept current
• Generate and send consultation letters, follow-up notes, and other correspondence to referring doctors

• Track and log outgoing correspondence to ensure accurate record-keeping

• Liaise with clinic personnel to confirm patient data while monitoring and addressing any discrepancies
• Work closely with the marketing team to ensure that referral and communication databases align with practice objectives

• Collaborate with physicians and staff to anticipate data needs and proactively address potential issues

• Ensure all data entry adheres to HIPAA and other privacy regulations.
• Provide data regarding referrals and correspondence
• Other duties assigned on an as needed basis delegated by Supervisor

Required Attributes

• High school diploma or GED required; Associate’s or Bachelor’s degree a plus
• 1-3 years of experience in data entry, preferably in a healthcare setting

• Master multiple computer systems including Google, MicrosoftOffice, Teams, chats, faxes, and data management
• Excellent organizational and time management skills, ensuring all tasks are completed in a timely manner, with ability to independently manage and prioritize workflow
• Ability to utilize critical thinking and additional resources for problem solving, often working in an independent and self sufficient manner
• Excellent written and verbal skills
• Valid Texas driver license with 3 years of unrestricted driving experience and proof of insurance

Preferred Attributes

● Demonstrated effectiveness showing courtesy, diligence, integrity, and teamwork in alignment with ARA core values

● Strong interpersonal skills including effective listening, clear communication, effective customer problem resolution with warm encouraging demeanor

● Ability to develop and maintain effective peer relationships at work within a fast-paced, and at times a high-stress environment

• Strong attention to detail and accuracy in data collection

• Collaborative and team-oriented
• Adaptable to changing needs and schedules

Position Details

● Schedule assigned by Supervisor, approximately 9-6 or 8-5 weekdays

● Full time remote role-Must be based in Austin Texas area

● Satisfactory home working environment with company provided computer

● Hourly pay, FLSA non-exempt, eligible for overtime

Physical Demands and Requirements

Prolonged sitting, some standing and walking, talking and hearing both in person and by telephone; use hands to finger, handle and feel objects or controls; reach with hands and arms. Occasionally required to stoop, kneel, bend, crouch and lift up to 15 pounds on occasion. Specific vision abilities required by this job includes continuous use of a computer terminal, viewing multiple computer screens, close vision, distance vision, depth perception, color vision and the ability to adjust focus. Viewing images and operating computer devices constantly.