Practice Operations Admin & Member Liaison

We are seeking a dedicated and organized Administrative Assistant / Member Liaison to join an innovative, membership-based women’s health practice located in Beverly Hills, California. The ideal candidate will play a crucial role in ensuring the smooth operation of the office by providing exceptional customer support and administrative assistance. This position requires a proactive individual with strong time management skills and the ability to handle multiple tasks efficiently. This role combines member onboarding, scheduling, billing, patient communication, and comprehensive practice administration. The ideal candidate thrives in creating seamless, personalized interactions that reflect the high standards of concierge medicine and the mission of the practice.

Key Responsibilities:

1. Membership Education & Onboarding:

• Engage with potential and current patients, explaining the membership model, addressing their needs, and guiding them through the enrollment process.

• Maintain proactive communication, building strong, trust-based relationships to enhance patient satisfaction and retention.

• Coordinate and attend patient engagement events, both virtual and in-person, to promote the practice’s services.

• Keep the patient database updated, implement follow-up protocols, and report onboarding progress to leadership.

2. Front Desk Operations & Customer Experience:

• Greet patients warmly and assist with check-in/out procedures

• Handle phone calls and emails with a friendly and professional demeanor.

• Foster a welcoming environment that supports patient comfort and satisfaction.

3. Scheduling & Coordination:

• Manage appointment scheduling, coordinating complex care involving consultations, testing, and procedures.

• Anticipate patient needs and maintain communication for reminders and follow-ups.

• Coordinate with medical and administrative staff to ensure seamless patient care.

4. Patient Communication & Relationship Management:

• Serve as a proactive point of contact for patient inquiries and needs.

• Maintain open, compassionate communication to provide an outstanding patient experience.

• Resolve concerns efficiently and empathetically to maintain patient trust and loyalty.

5. Administrative Support:

• Assist medical staff with a range of administrative tasks, including accurate record-keeping and patient correspondence.

• Manage billing processes, prepare invoices, and address patient billing questions with clarity.

• Accurately code and transcribe patient information according to industry standards.

6. Office & Supply Management:

• Ensure the medical office is well-stocked and operates smoothly, managing supply orders and logistics.

• Maintain organized, efficient office procedures to support patient care and administrative operations.

Qualifications

• An associate's or bachelor's degree preferred or similar role is a plus, but not required.

• Minimum of 2 years in a customer-focused role, ideally in luxury hospitality, healthcare, or service industry.

• Proficient computer literacy, particularly with Google Suite applications (Docs, Sheets, Calendar), EHR's, and other medical office technologies.

• Understands HIPAA requirements and maintains discretion and confidentiality.

• Strong organizational skills with the ability to prioritize tasks effectively.

• Excellent customer service skills with a friendly demeanor and ability to build rapport with patients.

• Ability to work independently as well as collaboratively within a team environment.

• Strong time management skills with attention to detail, proactive, autonomous, and detail-oriented with a strong sense of responsibility.

Benefits:

• Competitive salary and benefits package.

• Comprehensive health and wellness benefits.

• Opportunities for professional development and growth.

• Supportive team environment.

• Paid time off and holidays.

If you are passionate about providing excellent support in an office setting and possess the necessary skills, we encourage you to apply for this essential and rewarding opportunity in the role of Administrative Assistant / Member Liaison.