Administrative Assistant - Remote

JOB PURPOSE

Under the general supervision of the Director of Corporate Services, this position provides support for the Medical Screening Program and its affiliated projects. This position is specifically responsible for managing the day-to-day logistical and operational tasks that allow the program to function. This role will deal with a diverse group of external stakeholders and internal users at all levels of the organization. This role requires independent problem solvers who are detail oriented, highly organized, willing to work under tight deadlines, with strong follow-through and customer services skills.

DUTIES AND RESPONSIBILITIES

• Monitor incoming fax and eFax communications daily and obtain missing medical results from providers and testing facilities
• Communicate with third party vendors obtaining results and providing missing forms when necessary.
• Coordinate with other program coordinators to ensure optimal efficiency and user success.
• Identify and escalate to supervisor any perceived or actual issues which may adversely affect a customer or stakeholders.
• Adhere to departmental Standard Operating Procedures ensuring all program requirements are met.
• Ensure all applicable regulatory and security measures are taken when handling confidential or sensitive information.
• Identify and vet the clinical resources necessary to meet case and program requirements as requested by Coordinators
• Collect and review medical records from applicable vendors ensuring completion of all requested components
• Assemble clinical review the clinical review packet ensuring all case and program requirements have been met.
• Identify missing medical documentation and assembling complete review packets for physician review.
• Provide insight and suggestions on ways to enhance the efficiency of administrative processes within assigned role.
• Assist Team Lead with billing duties as needed including outlier follow ups
• Research and follow up on outstanding medical invoices and documentation required for customer billing.
• Maintain and update billing and tracking spreadsheets using Microsoft Excel.
• Communicate professionally with medical providers, clinics, patients, and internal stakeholders via phone and email.
• Become proficient in XstremeMD's proprietary Inspect software and utilize the system to track case progress and identify outstanding items.
• Support efforts to reduce and maintain the department's outlier list of outstanding medical bills and records.

QUALIFICATIONS

• Advanced proficiency in Microsoft Excel required; candidate must be comfortable working extensively in spreadsheets for tracking, billing support, and data management.
• Excellent verbal and written communication skills, including professional phone etiquette, grammar, and spelling.
• Ability to learn proprietary software systems and new technology quickly.
• Experience working with medical records, billing, healthcare administration, or provider relations preferred.
• Experience using eFax systems or similar document management systems preferred.
• Strong organizational, time management, and self-discipline skills required.
• Ability to work independently with minimal supervision in a remote environment.

WORKING CONDITIONS

• Full-time remote position following completion of training.
• Initial training period of up to three months will be conducted in person and may occur at the office or another approved training location.
• Typical schedule is Monday through Friday with flexibility to start between 7:30 a.m. and 8:30 a.m. and end between 4:00 p.m. and 5:00 p.m.
• Fast-paced, high-volume administrative environment requiring frequent interaction with providers, vendors, and internal team members.
• Company-provided equipment includes laptop, monitor, and phone.

PHYSICAL REQUIREMENTS

• Prolonged Periods of Sitting: Ability to sit at a desk and work on a computer for extended periods of time.
• Manual Dexterity: Ability to use hands and fingers to operate a computer keyboard, mouse, and telephone.
• Vision: Close vision required to read and enter data on a computer screen. May include the ability to adjust focus to ensure accuracy.
• Hearing and Speech: Clear speech and active listening skills to communicate effectively over the phone or in virtual meetings.
• Repetitive Motion: Regular use of hands, wrists, and fingers for typing and other repetitive tasks.
• Lifting and Carrying: Occasional lifting or carrying of items such as a laptop or office supplies, up to 10 pounds.
• Workspace Requirements: Ability to maintain a dedicated, ergonomically sound workspace free from distractions, with reliable access to high-speed internet

KPI’s

• Maintain timely follow-up on outstanding provider invoices and medical records.
• Reduce and maintain the departmental outlier list at acceptable levels.
• Achieve proficiency in Inspect software within the first 90 days.
• Maintain billing accuracy with minimal errors.
• Meet established turnaround times for obtaining medical records and billing documentation.
• Demonstrate reliable attendance and punctuality.
• Complete assigned tasks independently with minimal supervision.
• Maintain professional communication standards with providers, patients, and internal stakeholders.

DIRECT REPORTS

NONE

Compensation and Employment Details

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• Pay: $15.00–$16.00 per hour, based on experience.
• Hours: 40 hours per week.
• Employment Type: Full-Time.
• Work Arrangement: Fully remote following required in-office training.
• Benefits: Benefits offered as part of the full-time employment package.
• Training: Paid, in-office training, preferably during the second week of November.

About XstremeMD

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XstremeMD provides healthcare solutions and medical support services to businesses and organizations across a variety of industries. Our team is committed to delivering dependable, high-quality service while supporting the needs of our clients and employees.

Join Our Team!

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If you have experience in billing or accounting, enjoy working with numbers and financial records, and take pride in producing accurate, organized work, we encourage you to apply!

Join XstremeMD and become part of a team where your attention to detail, reliability, and administrative skills make a difference.

Work Location

Remote (in-office attendance required for paid training).