Administrative Specialist

Published April 1st, 2024

Administrative Specialist 
Medical practice in the Newton MA area 
  • $50-55k based on experience
  • Permanent/full time
  • Mon-Thurs 8 am – 4:30 pm, Fri 8 am – 3 pm. 30 min lunch. (may fluctuate due to scheduling needs, vacation coverage, etc.)
  • Benefits: PTO, sick, health, short & long term disability, life, 403B, free scrubs, free parking
  • Mainly supporting 1 doctor
  • The practice sees about 30 patients/day
  • Mix of Front & Back office work (rotating front desk with 3 other admins)


  • Welcome patients and visitors
  • Optimize provider time, maintaining awareness of clinic flow and notifying providers of cancellations or delays.
  • Maintain daily calendar of meetings and events and proactively resolve schedule conflicts as necessary.
  • Manage physician schedules
  • Develop, organize and maintain all files
  • Obtain new patient questionnaires before appointments
  • Assist patients with coordination and navigation of care across different health care systems.
  • Maintain reception area in a tidy and organized manner.
  • Obtain, record, and update personal and financial information
  • Collect co-pays
  • document scanning, spreadsheet tracking, reminder calls,
  • Use computer software and office equipment (fax machines, copiers, etc.)
  • Contact insurance carriers to verify patient’s insurance eligibility, benefits, and requirements.
  • Insurance authorizations


  • Experience in an office setting – healthcare preferred but not necessary
  • Experience directly assisting professionals in an administrative capacity (ex: doctors, providers, lawyers, accountants, etc.)
  • Customer service skills
  • Strong organization, attention to detail, ability to prioritize tasks
  • Strong written and verbal communication
  • Computer skills, MS Office
  • Previous EMR experience preferred, EPIC a plus
  • COVID Vaccine required or valid medical or religious exemption
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