Healthcare Operations Assistant - Integrated Primary Care
Job Title: Healthcare Operations Assistant — Integrated Primary Care
Position Type: Full-Time
Work Hours: 8:00 am - 5:00 pm Pacific Time
Work Days: Monday to Friday
Breaks: 30-minute unpaid lunch break and two 15-minute breaks, one near the start and one near the later part of the shift
Salary: $5–$6 per hour, depending on experience
About the Client & Role
Our client is a well-established, growing integrated healthcare practice that provides comprehensive primary care with a mind, body, and soul approach. Their services include primary care, mental health, aesthetics, regenerative treatments, hormone-related care, and other high-touch patient services.
They are looking for a mature, highly capable, and proactive Healthcare Operations Assistant — Integrated Primary Care to serve as a right-hand support person for the provider and practice. This role is ideal for someone with strong healthcare operations experience, excellent English communication skills, critical thinking, and the ability to manage complex administrative, patient, pharmacy, insurance, and billing workflows with minimal hand-holding.
The right candidate should be highly professional, detail-oriented, accountable, and comfortable working in a fast-paced, high-stakes healthcare environment where patients depend on accurate, timely, and thoughtful support.
Responsibilities
Message Review & Task Management
- Review incoming messages across systems, identify urgent items, and maintain organized task lists.
- Prioritize patient, provider, pharmacy, insurance, billing, and operational tasks independently.
- Ensure assigned tasks are completed accurately and on time without repeated reminders.
- Monitor messages across systems and respond or escalate as appropriate.
Pharmacy Coordination & Patient Communication
- Call pharmacies after patient visits to verify medication readiness before patients inquire.
- Coordinate with pharmacies, patients, medical offices, and insurance companies as needed.
- Support patient communication and appointment scheduling.
- Draft clear, professional patient, pharmacy, and practice-related communications.
Insurance, Billing & Payment Operations
- Handle insurance verification and prior authorization-related tasks.
- Support deductible collection, payment tracking, and revenue-related administrative workflows.
- Coordinate with insurance companies regarding coverage, authorizations, and billing-related concerns.
- Track billing and payment-related tasks to ensure accurate follow-through.
Practice Operations & Growth Support
- Provide administrative and operational support to help the practice run efficiently.
- Identify errors, missing information, workflow gaps, or unresolved tasks before they create larger issues.
- Support practice growth by recognizing appropriate opportunities for high-ticket services, such as aesthetics, regenerative treatments, and hormone-related services, while maintaining a professional and patient-centered approach.
Tools You’ll Use
- Elation Health
- Email, phone, and messaging systems
- Other practice operations tools as needed
Requirements
Experience Requirements
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Healthcare Operations Experience: Required . Candidates must have experience supporting healthcare, medical office operations, patient coordination, insurance workflows, billing tasks, or similar high-accountability healthcare support roles.
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Executive Assistant / Right-Hand Support Experience: Preferred . Candidates with experience directly supporting a provider, clinic owner, executive, or healthcare practice leader are strongly encouraged to apply.
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Message Management & Task Prioritization Experience: Required. Candidates must be able to review incoming messages, create task lists, prioritize competing responsibilities, and follow through without constant direction.
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Pharmacy Coordination Experience: Required . Candidates with experience coordinating with pharmacies, confirming medicatio