Job Description

Location & Schedule:

• Hours: 9:00 a.m. – 6:00 p.m.
• Mon/Wed: SoHo office
• Tues/Thurs: Upper East Side (patient-facing)
• 3 Saturdays/month: Armonk, NY (travel paid) - 9:00 a.m. -3:00 p.m.
• Full day rate paid for Saturdays and transportation costs

Pay Range : $28-$32/hr

Job Description – Medical Receptionist / Administrative Assistant (Private-Pay Obesity Clinic)

About the Role:

We are seeking a poised and detail-oriented Medical Receptionist / Administrative Assistant to support a private-pay obesity and bariatric medicine practice in Manhattan. The role requires a polished communicator who can manage a high-touch patient experience while multitasking across administrative workflows. This is not a traditional front desk position—it blends front-facing interaction with proactive back-office organization.

Responsibilities:

• Greet and support patients both in-person and via phone
• Schedule appointments and manage calendar updates (telehealth + in-person)
• Maintain task trackers and internal spreadsheets
• Collect and process patient fees (card on file or manual entry)
• Organize and escalate patient messages, questions, or complaints appropriately
• Upload and manage electronic records in the EMR system
• Prepare the office for daily operations, maintain a clean and efficient workflow
• Communicate with the physician and operations support regarding patient needs and workflow updates
• Handle Saturday clinic coverage in Armonk (3x/month; travel covered)
• Serve as the first point of contact for high-end, out-of-pocket patients
• Greet patients in-person and over the phone with polish and professionalism
• Schedule and confirm appointments across two office locations
• Manage inbound patient inquiries and follow up with urgency and care
• Maintain strong patient relationships—offering warmth, attentiveness, and proactive check-ins (e.g., “I see you haven’t been in for 6 weeks—would you like to schedule a follow-up?”)

Required Skills & Traits:

• At least two years’ experience preferred providing front desk/administrative support to a private pay clientele medical office (examples would be plastic /cosmetic surgery or other bariatric offices
• Professional demeanor, emotionally intelligent, and comfortable with high-end clientele
• Fast typist (minimum 50 WPM) and strong digital documentation skills
• Organized, efficient, and able to juggle multiple responsibilities
• Fluent in spreadsheet tools (Google Sheets/Excel)
• Tech-savvy and resourceful (comfortable with EMRs, task managers, and self-directed learning)
• Reliable, punctual, and flexible with end-of-day responsibilities

EMR & Documentation

• Enter patient data and documentation into EZDox EMR system accurately
• Process daily faxes related to labs, authorizations, and treatment updates
• Ensure the physician’s desk is organized with all incoming documentation and priorities clearly prepped

Insurance & Administrative Workflow

• Handle insurance verifications and interface with insurance providers
• Coordinate with the outsourced billing department
• Assist with pre-authorizations, intake forms, and medical records processing
• Ensure that administrative tasks are completed quickly and effectively (e.g., not spending an entire morning on simple tasks)

Workflow Coordination

• Support the doctor with day-to-day operational flow and task prioritization
• Work independently and take initiative without needing hand-holding
• Show hyper-efficiency in task execution and maintain focus

Technical & Communication Skills

• Familiarity with medical software and office tech (e.g., fax, email, shared drives)
• Able to communicate clearly with clinical staff, billing, and patients
• Comfortable working on-site in Upper East Side and traveling to Armonk on Saturdays (travel costs reimbursed)
• Open to staying past standard hours if patient needs or doctor’s schedule require it

Personal Attributes

• Polished, poised, well-spoken, and professional in appearance
• Emotionally intelligent with strong people skills
• Not clock-watching—flexible and reliable
• Ideally without significant outside commitments that interfere with flexible hours or occasional weekend work
• Proactive—someone who anticipates needs and takes ownership

Equal Opportunity Employment:

We are an equal opportunity employer and comply with all applicable federal, state, and local fair employment practices laws. We strictly prohibit and do not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex, sexual orientation, gender (including gender identity and expression), marital or familial status, age, physical or mental disability, perceived disability, citizenship status, service in the uniformed services, genetic information, height, weight, or any other characteristic protected under applicable federal, state, or local law. Applications from members of minority groups and women are encouraged.

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