Administrative Assistant – Medical Scheduling

Jobtailor; Deutschland; Vor Ort; EUR 28.000 - 38.000; Vollzeit

Zusammenfassung

Jobtailor in Germany is seeking an organized scheduling coordinator to manage patient communications across phone, email, and messaging. You will classify requests, schedule appointments, and maintain accurate patient records for efficient operations.

The role requires a high school diploma and familiarity with Google Drive and Microsoft Office, with preferred experience in medical offices. Excellent multi-channel communication and meticulous data handling are essential.

Qualifikationen

• High school diploma required.
• Experience with Google Drive and Microsoft Office.
• Knowledge of WhatsApp Business is a plus.
• Experience in medical offices preferred.

Aufgaben

• Answer and respond to messages, classify requests and prioritise urgent cases.
• Maintain cordial, clear communication aligned with the clinic's tone.
• Record important patient information in the system or spreadsheets.
• Advise patients on consultations, physician profiles, fees, insurance and documents.
• Schedule appointments, suggest dates, enter data, and update spreadsheets.
• Coordinate with partner reception teams to manage schedules and changes.
• Receive and organize requests for evaluations, second opinions or referrals.
• Update scheduling spreadsheets and data for reports.
• Organize backups and confirm details with patients to prevent no-shows.

Kenntnisse

Multi-channel communication

Scheduling & data entry

Customer service

Medical office exposure

Ausbildung

High school diploma

University degree completed or in progress

Tools

Google Drive

Microsoft Office

WhatsApp Business

Jobbeschreibung

Responsibilities

• Answer and respond to messages received through various channels, classifying requests and prioritizing urgent cases
• Maintain cordial, clear communication aligned with the clinic's tone
• Record important patient information in the system or spreadsheets
• Advise patients on how consultations work, the physician's profile, fees, insurance coverage, required documentation, and preparation instructions
• Schedule appointments, suggest alternative dates, enter and confirm data accurately, and update control spreadsheets
• Keep constant contact with partner reception teams to open, adjust, and close schedules, resolve scheduling conflicts, and communicate changes that affect patients
• Receive and organize requests for evaluations, second opinions, or referrals, collecting basic information and ensuring follow-up until the appointment
• Update scheduling spreadsheets, pending items, waiting lists, and data for reports
• Organize regular backups and confirm details with patients to prevent no-shows and errors
• Maintain a welcoming approach, noting patients' special needs and reviewing the schedule daily to identify potential conflicts

Qualifications

• High school diploma
• Practical experience with Google Drive (Docs, Sheets, Google Calendar)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Basic knowledge of WhatsApp Business (broadcast lists, labels, simple automations)
• Resident of Salvador, BA
• Comfortable operating across multiple channels: telephone, WhatsApp, email, social media
• Preferred: University degree completed or in progress
• Preferred: Previous experience in medical offices, clinics, or hospitals
• Preferred: Experience with call center or customer service routines
• Preferred: Basic familiarity with medical terminology
• Preferred: Familiarity with automated spreadsheets or dashboards