Medical Executive Assistant & Care Coordinator

We are seeking an exceptionally sharp, proactive, and clinically knowledgeable Virtual Medical Executive Assistant & Care Coordinator to support a prestigious, multi-state concierge medical practice headquartered in Alabama. Serving high-net-worth individuals, executives, and CEOs across 10+ states, our practice delivers high-touch concierge and telehealth care where white-glove service, speed, and precision are mandatory.

In this high-level role, you will act as the operational backbone for the practice—managing patient care coordination, triaging high-priority inbox communications via Spruce and Gmail, executing Athena EHR administrative workflows, and assisting with clinical follow-ups. We are seeking an experienced professional who brings proactive ideas to the table, identifies operational inefficiencies, and helps build out standardized operating procedures (SOPs) as our tech-driven practice scales.

Working Environment & Core Schedule

• Role Title: Virtual Medical Executive Assistant & Care Coordinator
• Practice Type: High-End Concierge & Telehealth Practice (Serving HNW Clients & CEOs across ~10–11 States)
• Status: Full-Time (40 Hours / Week; open to flexible staffing arrangements, minimum 20 hours/week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (Central Standard Time)
• Core Technology Stack (10–15 Platforms):Athena EHR (Source of Truth), Spruce (Patient Communication), Google Workspace/Gmail, Claude AI & specialized medical AI tools.

Top 3 Daily Tasks

1. Clinical Care Coordination & Patient Follow-Ups: Execute high-touch patient follow-ups, coordinate telehealth/concierge care plans, and manage weekly prior authorization submissions in Athena.
2. Executive Inbox & Communication Management: Monitor, prioritize, and triage rapid patient communications and administrative inquiries across Spruce and Gmail with impeccable tone and discretion.
3. Process Optimization & SOP Building: Identify operational bottlenecks across our multi-platform tech stack, propose workflow enhancements, and draft clear SOPs to streamline practice efficiency.

Core Responsibilities

• Athena EHR Management: Maintain pristine patient records, update charts, track lab/diagnostic orders, and manage administrative workflows within Athena EHR.
• Prior Authorization Handling: Compile clinical notes, submit prior authorization requests (~1 per week), and track approval statuses with commercial insurance payors.
• Patient & Client Engagement: Deliver white-glove, highly professional communications to executive-level patients via Spruce and email, ensuring rapid turnaround times and utmost privacy.
• Tech Stack Integration & AI Utilization: Comfortably navigate and leverage a 10–15 platform technology stack, incorporating Claude AI and specialized medical software into daily administrative workflows.
• Proactive Practice Operations: Continuously evaluate daily administrative tasks, bring optimization ideas to practice leadership, and build out standardized procedural documentation.

Requirements

• Athena EHR Experience: Direct, hands-on administrative or clinical experience navigating Athena EHR (non-negotiable priority).

• Clinical Knowledge & Experience: Deep baseline understanding of clinical terminology, medical workflows, and patient care management.
• Tech Literacy & Adaptability: Exceptional comfort with modern software, AI tools (e.g., Claude), multi-channel phone/text platforms (Spruce), and multi-system tech stacks.
• Executive Client Management: Proven ability to communicate effectively, professionally, and confidentially with high-expectation, high-net-worth clientele.
• Proactive Problem Solving: Demonstrated track record of working independently, taking ownership of tasks, and proposing workflow improvements rather than waiting for instruction.
• English Fluency: Flawless, highly articulate spoken and written English skills (all patients are English-speaking).
• Remote Workspace: Dedicated, quiet, HIPAA-compliant home office with high-performance computing hardware, high-speed primary internet, backup internet/power solutions, and a noise-canceling headset.

Preferred Qualifications

• Prior experience supporting concierge medicine, direct primary care (DPC), or elite telehealth practices.
• Experience handling medical prior authorizations and insurance documentation.

Ideal Candidate Profile

You are a polished, tech-savvy Medical EA who thrives in elite healthcare environments. You navigate Athena and Spruce effortlessly, leverage modern AI tools to work smarter, anticipate clinical needs before they arise, and deliver the red-carpet administrative experience our high-net-worth patients expect.

Originally posted on Himalayas