Half-day Medical Administrator

RecruitMyMom; United States; Remote; USD 34,000 - 55,000; Part time

Benefits offered by this job

One-on-one training

Great Place to Work environment

AI tooling collaboration

Job summary

RecruitMyMom is seeking a part-time remote Administrative Coordinator to support front-of-house operations for a corporate healthcare provider. You will handle appointments, diaries, and patient inquiries, while overseeing insurance claims and treatment-plan questions with clinicians as needed.

Working with Irish business hours, you will implement AI-assisted communications and collaborate with software developers to optimise workflows, ensure GDPR-compliant handling of records, and contribute

Qualifications

• Front-of-house patient coordination experience.
• Excellent written and verbal English communication with professional telephone etiquette.
• Daily proficiency with AI tools applied to drafting, summarising, and process improvement.
• Demonstrated working knowledge of MS 365 apps (Outlook, Word, Teams, Excel).
• Ability to progress multiple open queries concurrently and exercise autonomous task resolution.

Responsibilities

• Coordinate patient front-of-house: bookings, diary adjustments, and cancellations to maximise clinic utilisation.
• Issue reminders and perform follow-ups to reduce missed appointments.
• Address non-clinical questions on treatment estimates, payments, and scheduling.
• Handle insurance pre-authorisations and claims with required documentation.
• Manage central service inbox and escalate issues to operations leadership.
• Prepare weekly and monthly reports on diary utilisation and attendance figures.
• Leverage AI platforms to draft correspondence, summarise documents, and draft SOPs.
• Maintain GDPR-compliant handling of patient and corporate records.

Skills

English communication

AI drafting tools

Remote collaboration

Diary management

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Microsoft Word

Job description

Operating remotely for 20 hours per week (Monday to Friday), this position delivers front-of-house coordination and operational administration for an established corporate healthcare provider. Working hours require scheduled overlap with Irish business hours to maintain responsive communication channels and clinic support.

The position serves as the primary administrative point of contact for corporate patients, handling patient appointments, diary optimisation, treatment plan queries, and health insurance claim submissions . Beyond patient coordination, the role manages multi-party stakeholder correspondence and tracks key clinical metrics to ensure clinics run at optimal capacity with reduced failed-to-attend rates .

Working closely with senior operations management during an initial handover period , the successful candidate will assume full autonomous ownership of daily administrative workflows . The environment encourages continuous improvement, offering scope to implement artificial intelligence tools and collaborate with software developers to streamline patient communication and administrative processes .

Key Responsibilities

Patient Front-of-House Coordination: Act as the primary contact via email, telephone, and messaging, managing appointment bookings, schedule adjustments, and diary cancellations to maximise clinic utilisation .

Attendance & Diary Management: Issue timely appointment reminders and execute structured follow-ups on missed sessions to systematically reduce failed-to-attend rates .

Treatment Plan Enquiries: Address non-clinical patient questions regarding treatment estimates, payment structures, and scheduling, ensuring clinical advice is directed to clinicians for review .

Insurance Pre-Authorisations & Claims: Formulate pre-approval submissions and insurance quotes from clinical treatment plans, dispatching claims with required documentation and monitoring open claims to resolution .

Stakeholder Liaison: Administer the central service inbox, managing standard queries and escalating contractual, billing, or operational issues to operations leadership .

Tracking & Management Reporting: Maintain daily treatment logs and incentive trackers, preparing weekly and monthly operational reports covering diary utilisation, booking volumes, and attendance figures .

Process Optimisation & AI Integration: Utilise artificial intelligence platforms to draft correspondence, summarise documentation, and draft standard operating procedures, collaborating with developers to enhance communication workflows .

Information Governance: Maintain rigorous compliance with GDPR standards, safeguarding patient records and corporate data across approved software environments

Requirements

Proven experience in a front-of-house, patient coordination, customer service, or office administration capacity.

Excellent written and verbal English communication capabilities with professional telephone etiquette.

Daily proficiency with AI tools applied to drafting, summarising, and process improvement.

Demonstrated working knowledge of Microsoft 365 applications, including Microsoft Outlook, Microsoft Word, Microsoft Teams, and Microsoft Excel.

High-level administrative organisation with the ability to progress multiple open queries concurrently.

Sound operational judgement regarding autonomous task resolution versus managerial escalation.

Demonstrated self-direction with the ability to work independently in a remote capacity aligned with Irish business hours.

High level of discretion and trustworthiness when handling confidential patient and business records.

Experience working within a dental, medical, or healthcare practice environment .

Direct experience preparing health insurance quotes and submitting medical or dental claims .

Prior exposure to dental or medical practice management software .

Experience using automation tools or collaborating with software developers on system integrations .

Working knowledge of GDPR regulations within a healthcare context .

Required Software Skills

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Microsoft Word

(Note: Daily use of AI tools is required ; practice management software and automation tools are desirable ).

Certified Great Place to Work environment within an innovative organisation.

Dedicated one-on-one training and operational handover support from the Corporate and Clinical Operations Manager .

Collaborative environment encouraging innovation, process modernisation, and the application of AI tools .

Scope for role expansion and increased operational responsibility as the corporate service expands .