Patient Care Administrator/Executive Assistant

Private Medical; Miami Beach (FL); On-site; USD 50,000 - 56,000; Full time

Benefits offered by this job

401(k) match

Health benefits

Paid time off

Paid holidays

Job summary

Private Medical, based in California, Florida, and New York, seeks a Patient Care Administrator in Miami Beach to deliver concierge-level services and support for physicians and patients. The role expands beyond a traditional office assistant, focusing on coordination, scheduling, billing, patient communication, and EMR organization.

You will help carry out our mission of coordinated, personalized care, building strong relationships with patients and doctor teams while seeking operational

Qualifications

• Bachelor's degree preferred, preferably in a science or medically-related field.
• 1 year of experience required, healthcare experience preferred.
• Advanced computer literacy, primarily with Apple computers, and tech-savvy in a paperless environment (EHR enabled).
• Proven track record of providing extraordinary customer service.
• Excellent critical thinking and communication skills.
• Autonomous, responsible, proactive with executive-level poise.
• Enthusiastic and passionate about our mission.
• Tenacity to follow through and close the loop on responsibilities.
• Excellent verbal and written communication skills.
• Able to multi-task and self-prioritize with high productivity.

Responsibilities

• Provide concierge services for patients, including prescriptions, scheduling, follow-ups, and EMR updates.
• Respectful, responsive email and phone communication with patients.
• Warmly greet and assist patients at check-in/out.
• Schedule physician appointments with reminders.
• Coordinate outside consults, tests, and imaging studies.
• Obtain prior authorizations for prescriptions and diagnostics.
• Upload labs and documentation into EMR.
• Answer and triage phone calls.
• Handle additional assigned responsibilities and projects.

Skills

Customer service

Communication

Tech-savvy

Multitasking

Autonomy

Professionalism

Enthusiasm

Follow-through

Verbal communication

Written communication

Education

Bachelor's degree preferred

Tools

EMR systems

Apple computers

Job description

Location: Miami Beach (off Lincoln Rd)

Schedule: Monday–Friday (5x8s), 40 hours per week, excluding a 30 minute lunch, during traditional business hours . No weekends required!

Duration: Temporary full‑time assignment providing leave coverage for up to 9‑10 months (ideally starting with us end of December/early January through September/October).

Employment Classification and Compensation : Effective January 1, 2027, all staff positions will be classified as hourly, non‑exempt positions. The hourly rate for this position will be $36.06 - $40.38 per hour. As a non‑exempt employee, you will be eligible for overtime pay in accordance with applicable federal, state, and local laws.

Who are we?

Private Medicalhas spent the last 20 years creating a new category of concierge medicine — private medicine — by designing a system that honors the relationship between patients, physicians, and each member of the care team. Based in California, Florida and New York, our physician‑led teams work in concert with our Gynecologists, Naturopathic Medicine Doctors, curated local specialists, elite medical centers, and specialists around the world, to provide relationship focused, evidence‑based, longitudinal care to our members and their families. Private Medical is, by design, privately held and free from any conflicts of interests.

This is an outstanding opportunity for a highly motivated individual , who can help carry out our mission of delivering coordinated, personalized care to our patients. As a Patient Care Administrator, your role goes beyond that of a traditional office assistant. Not only are you responsible for standard administrative functions (e.g., scheduling, billing, patient communication, and EMR organization), but as this is a growing practice, you must also be constantly thinking of ways we can improve operationally in support of exceptional care delivery.

You will consistently deliver concierge level services for our patients and doctor teams, really get to know our patients, properly organize and prioritize projects, and stay two steps ahead of any issues.

What we're looking for:

• Education :Bachelor's Degree preferred, preferably in a science or medically‑related field
• Experience: 1 year of experience required, healthcare experience preferred
• Advanced computer literacy, primarily with Apple computers, and tech‑savvy comfortableness working in a paperless environment (EHR enabled)
• Proven track records of providing extraordinary customer service
• Excellent critical thinking and communication skills
• Autonomous, responsible, and proactive – exceptional professional, poise and sophistication are a must, equivalent to being a C‑level executive assistant or reception at a luxury hotel
• Enthusiastic and passion for our mission
• Tenacity to follow through and close the loop on both quick and long‑tail responsibilities
• Excellent verbal and written communication skills
• Exceptional ability to multi‑task and properly self‑prioritize, with efficiency and high productivity
• Adept with technology applications and services

What will you be doing in this role?

• Provide concierge services for patients, comprised of helping with prescriptions, patient interface with other offices and hospitals, appointments, follow‑ups, tracking appointments, facilitating patient needs, and developing a sincere relationship
• Respectful, responsive email and phone communication with both prospective and current patients
• Warmly greet and help patients with check in/out
• Schedule appointments for physician with corresponding reminders
• Coordinate and track outside consults, tests, and imaging studies for patients
• Obtain prior authorizations for prescriptions and diagnostic companies
• Upload labs and other outside documentation into Electronic Medical Record (EMR)
• Answer and triage phone calls
• Other assigned responsibilities and projects as needed

What you can expect:

• To significantly contribute to an innovative, growing medical practice that delivers disruptive, cutting‑edge, personalized medicine
• To gain exposure to all aspects of practice development and maintaining customer relations
• To grow professionally, creatively, and personally in a low‑stress but productive and passionate business environment

What is in it for you?

• A competitive starting salary commensurate with experience and skills
• 401(k) with a match (up to 3% of salary)
• Robust health benefits
• 3 weeks of paid time off
• 10 paid holidays off & 1 floating holiday
• ...and most importantly more time to provide outstanding care for patients and work with great colleagues!

At Private Medical, we know that a great experience for patients, physicians, and the entire team transpires when people from different geographies, religions, ethnicities, political affiliations, genders, abilities, and creeds engage in collaboration. It is vital that we remain curious and compassionate towards ourselves and others, that we celebrate the new perspectives diversity invites us to see, and that we learn and adapt to the influence of our community to foster a safe and collaborative space.