Administrative Assistant

Chance + Co | Plastic Surgery + Aesthetics; Charlottesville (VA); On-site; USD 10,000 - 60,000; Full time

Job summary

A well-established practice in Charlottesville is seeking an Administrative Assistant to support the Practice Manager. The role involves overseeing office functions, managing patient communications, and ensuring efficient operations in a medical setting. Ideal candidates will possess strong organizational skills and experience in a healthcare environment.

Benefits

401(k) matching

Vision insurance

Qualifications

• Minimum of 1-2 years of administrative or medical office experience preferred.
• Excellent written and verbal communication skills required.
• Proficiency with office software and organizational skills is necessary.

Responsibilities

• Assist the Practice Manager in daily office operations.
• Manage practice’s general correspondence and patient coordination.
• Ensure HIPAA compliance when handling patient information.

Skills

Communication

Organizational skills

Time-management

Problem-solving

Education

High school diploma or equivalent

Associate degree or relevant certification

Tools

MS Office

Electronic medical records

Job description

Chance + Co | Plastic Surgery + Aesthetics Charlottesville, VA

2 days ago Be among the first 25 applicants

The Administrative Assistant to the Practice Manager provides essential administrative support to ensure the smooth operation of the plastic surgery practice. The individual will assist the Practice Manager in overseeing daily office functions, managing communications, scheduling, and patient coordination. This role requires exceptional organizational skills, professionalism, and a keen understanding of patient care in a medical setting.

Key Responsibilities

• Administrative Support:
• Assist the Practice Manager in daily office operations.
• Manage the practice’s general correspondence (emails, phone calls, mail).
• Prepare and maintain confidential documents, reports, and patient records.
• Schedule meetings, appointments, and surgeries, coordinating with surgeons, staff, and patients.
• Support in creating and distributing office memos, newsletters, or updates.
• Assist with patient inquiries, resolving issues, or directing them to the appropriate department.
• Coordinate pre- and post-operative appointments, ensuring clear communication between patients and clinical staff.
• Manage patient intake and follow-up, ensuring the best patient experience.
• Help the Practice Manager with billing tasks, including verifying insurance and assisting patients with payment questions.
• Track and submit expenses, maintain office supplies inventory, and handle petty cash.
• Human Resources Support:
• Aid in onboarding new employees by preparing materials and coordinating orientations.
• Manage timekeeping systems, schedule staff meetings, and help track employee attendance.
• Operational Support:
• Work with the Practice Manager to implement office policies and procedures.
• Assist with the coordination of office events and training sessions.
• Serve as a point of contact for vendors and external service providers.
• Compliance and Confidentiality:
• Maintain HIPAA compliance when handling patient information.
• Ensure all documentation is up to date and compliant with medical and legal regulations.

Qualifications

• Education: High school diploma or equivalent; associate degree or relevant certification is a plus.
• Experience: Minimum of 1-2 years of administrative or medical office experience, preferably in a plastic surgery or healthcare setting.
• Skills:
• Excellent written and verbal communication skills.
• Proficiency with office software (MS Office, scheduling tools, electronic medical records).
• Strong organizational and time-management abilities.
• Ability to handle sensitive patient information with confidentiality and professionalism.
• Knowledge of medical terminology and insurance verification processes is an advantage.

Personal Attributes

• High attention to detail.
• Ability to work under pressure and multitask in a fast-paced environment.
• Positive and professional demeanor.
• Strong problem-solving skills.

Working Conditions

• Full-time or Part-time position, Monday through Friday, with occasional flexibility required for early or late shifts.
• Office-based role in a medical environment.

Job Types: Full-time, Part-time

Pay: $18.00 - $21.00 per hour

• 401(k) matching
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Customer service: 2 years (Preferred)

Ability to Commute:

Ability to Relocate:

• Charlottesville, VA 22911: Relocate before starting work (Required)

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

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