Operations Admin Assistant

About CARE Fertility

CARE Fertility is a premier reproductive medicine practice committed to exceptional patient care. We are seeking a proactive, organized, and detail-oriented Assistant Operations Administrator to support the Operations Manager in optimizing clinic workflows, enforcing policies, and enhancing operational efficiency.

Who You Are:

✔ A supportive team player who thrives in a fast-paced environment and excels at administrative tasks.
✔ Detail-oriented with strong organizational skills to manage schedules, records, and data.
✔ Comfortable assisting with policy enforcement and ensuring staff adherence to workflows.
✔ Eager to learn about medical office operations, with an interest in fertility, OB/GYN, or similar specialties.
✔ Proficient in technology, with a willingness to support EMR systems and practice management software.

Key Responsibilities

✅ Clinic Workflow Support

• Assist the Operations Manager in monitoring patient scheduling, front-office procedures, and daily workflows.
• Coordinate with front desk, financial counselors, and clinical staff to ensure smooth operations.
• Track staff adherence to schedules and provide administrative support for productivity monitoring.

✅ Standard Operating Procedures (SOPs) & Policy Support

• Help maintain and update SOP documentation for front desk operations, patient check-in, and scheduling.
• Support the Operations Manager in conducting audits to ensure compliance with clinic policies.
• Assist in training staff on SOPs and workflows to maintain consistency across departments.

✅ Financial & Revenue Assistance

• Support the billing team with administrative tasks related to revenue cycle processes, such as organizing patient payment records.
• Compile financial data and reports for review with the Operations Manager.
• Assist with insurance credentialing by preparing and submitting documentation for provider enrollment with insurance networks.

✅ Technology Support

• Provide administrative support during the implementation of EMR systems and healthcare technologies.
• Assist with staff training on EMR and practice management software, ensuring proper usage.
• Help troubleshoot minor technical issues and coordinate with IT or vendors as needed.

✅ Compliance & Performance Tracking

• Monitor and report on patient wait times, check-in efficiency, and front-office performance metrics.
• Assist in implementing quality control measures to maintain compliance with medical regulations.
• Support the Operations Manager in organizing team training sessions.
• Support facility credentialing by maintaining records, coordinating inspections, and ensuring compliance with accreditation standards.

✅ Vendor & Business Support

• Assist in managing vendor communications, scheduling, and contract documentation.
• Help track business performance data and prepare reports for leadership review.
• Support the Operations Manager in identifying operational improvements and cost-saving opportunities.

Qualifications

✔ 2 years of administrative experience, preferably in a medical office or healthcare setting.
✔ Strong organizational skills and attention to detail, with the ability to manage multiple tasks.
✔ Basic understanding of revenue cycle processes and patient financial interactions (preferred but not required).
✔ Comfortable using Microsoft Office, EMR systems, and practice management software (training provided).
✔ Excellent communication skills and a collaborative mindset.
✔ Eager to grow into a leadership role with mentorship from the Operations Manager.

Why Join Us?

How to Apply: If you’re an organized, tech-savvy professional excited to support a dynamic fertility clinic, we’d love to hear from you!