Clinical Administrative Assistant

Xsolis; United States; On-site; USD 40,000 - 60,000; Full time

Job summary

Xsolis is seeking a Clinical Administrative Assistant to provide comprehensive administrative support to physicians and other healthcare staff. The role requires excellent organizational skills and the ability to manage multiple tasks concurrently.

Key responsibilities include maintaining reports, overseeing PTO requests, and collaborating across multiple time zones. Ideal candidates will have strong communication skills and proficiency in Microsoft Office applications.

This position is office-based, and candidates must pass a background check prior to employment.

Qualifications

• Ability to work under pressure and tolerate frequent change.
• Highly organized with exceptional attention to detail.
• Polite and professional communication with colleagues and clients.

Responsibilities

• Update and distribute department-specific reports and spreadsheets.
• Manage the peer review queue and schedule P2P calls.
• Monitor and respond to the department email inbox.

Skills

Excellent communication skills

Organizational skills

Technical aptitude in Microsoft Office

Interpersonal skills

Ability to manage multiple tasks

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Teams

Job description

Position Summary

The Clinical Administrative Assistant will be a true business partner to a group of physicians, nurses, analysts, and other staff providing comprehensive administrative support. Initiative and sound decision‑making skills will allow the Assistant to achieve objectives periodically reviewed by their supervisors. The Clinical Administrative Assistant will work directly with our clinicians in various departments, as well as client and payer clinicians and administrative staff. The ideal candidate will possess and apply specific experiences and knowledge to the completion of assignments, exercising discretion and judgement in the process. Excellent organization and communication skills are required to ensure proper scheduling, reporting and execution of tasks.

Essential Duties & Responsibilities

• Regularly update and distribute department‑specific reports and spreadsheets
• Maintain and update contact details and relevant information for Physician Advisors and clients
• Oversee the timely updating and distribution of Administrator on Call tracking
• Maintain and update PTO tracking and requests for all Physician Advisors
• Follow up on client requests and deliver the necessary information
• Manage the submission process for supplemental reimbursements for full‑time Physician Advisors
• Support the implementation and training process for new Physician Advisors joining the P2P team
• Effectively manage and prioritize physicians’ time and calendar for peer review phone calls, collaborating with colleagues across multiple time zones, including the client hospital case manager, the medical director for the payer involved, and the XSOLIS physician advisor
• Manage the peer review queue including updating the queue with those assignments and tracking the schedules of the XSOLIS PAs for these calls
• Conduct phone calls daily to the payers in order to schedule P2Ps between Xsolis Physician Advisors and the payer’s Medical Directors
• Daily monitoring and follow up of outstanding P2P calls
• Consistently monitor the department email inbox and respond promptly to inquiries from case managers, internal team members, and cross‑functional departments
• Collaborate and cross‑train with other clinical administrative staff to cover tasks and duties as needed when someone is out of the office
• Additional functions, tasks, and special projects as deemed appropriate and warranted

Minimum Qualifications (Knowledge, Skills, And Abilities)

• Clinical experience not required but helpful
• Ability to manage various tasks concurrently
• Ability to understand needs and deliver results on time
• Ability to work under pressure and tolerate frequent change
• Highly organized with exceptional attention to detail
• Excellent communication, organization, interpersonal and telephone skills
• Exhibits polite and professional communication with colleagues and clients via phone, mail, and e‑mail.
• Demonstrates strong technical aptitude with advanced proficiency in Microsoft Office applications such as Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to build strong relationships and collaborate with internal teams

Supervisory Responsibilities

This role does not have any direct reports and is a single contributor role.

Working Environment And Travel Requirements

Work is typically in a normal office administrative environment involving minimal exposure to physical risks. Position requires little to moderate physical activity. Mostly sedentary work exerting up to 10 pounds of force occasionally or a negligible amount of force to lift, carry, push, pull, or otherwise move objects. Work involves sitting most of the time, but may involve walking or standing for brief periods of time. No significant stooping is usually required.

Background Checks

Candidates must successfully pass a background check and drug screen prior to beginning employment with XSOLIS.

Equal Opportunity Employer Statement

XSOLIS is an equal opportunity employer that is committed to hiring based upon merit, skills, experience, and qualifications. We recognize the importance of an inclusive and diverse workforce that celebrates all individuals from all walks of life. We encourage everyone to apply regardless of gender identity, race, veteran status, age, sexual orientation, or any other protected class.

Security Role Policy

All employees of XSOLIS fall under the same security role, which includes access to sensitive information, including proprietary data and PHI.