Medical Executive Assistant, Care Coordinator

• Execute high-touch patient follow-ups and coordinate telehealth/concierge care plans
• Manage weekly prior authorization submissions in Athena
• Monitor, prioritize, and triage rapid patient communications and administrative inquiries across Spruce and Gmail
• Maintain patient records, update charts, track lab/diagnostic orders, and manage administrative workflows within Athena EHR
• Compile clinical notes, submit prior authorization requests, and track approval statuses with commercial insurance payors
• Deliver white-glove communications to executive-level patients via Spruce and email
• Navigate and leverage a 10–15 platform technology stack, incorporating Claude AI and specialized medical software
• Identify operational bottlenecks, propose workflow enhancements, and draft standardized operating procedures (SOPs)
• Bring optimization ideas to practice leadership and proactively evaluate administrative tasks

• Direct, hands-on administrative or clinical experience navigating Athena EHR (non-negotiable priority)
• Deep baseline understanding of clinical terminology, medical workflows, and patient care management
• Exceptional comfort with modern software, AI tools (e.g., Claude), multi-channel phone/text platforms (Spruce), and multi-system tech stacks
• Proven ability to communicate effectively, professionally, and confidentially with high-expectation, high-net-worth clientele
• Demonstrated track record of working independently, taking ownership of tasks, and proposing workflow improvements rather than waiting for instruction
• Flawless, highly articulate spoken and written English skills (all patients are English-speaking)
• Dedicated, quiet, HIPAA-compliant home office with high-performance computing hardware, high-speed primary internet, backup internet/power solutions, and a noise-canceling headset
• Prior experience supporting concierge medicine, direct primary care (DPC), or elite telehealth practices (preferred)
• Experience handling medical prior authorizations and insurance documentation (preferred)