Administrative Assistant / Appointment Scheduler Support

Position Summary

Digestive Medicine Associates seeks a detail-oriented, organized, and professional full-time Administrative Assistant to support day-to-day practice operations and assist two managers. This role will assist with practice reporting, statistics, referring provider outreach, mailers, and maintaining accurate referring provider information. The position will also provide backup support as a call center appointment scheduler during high-volume days.

Key Responsibilities

· Provide administrative support to two managers, including assisting with reporting, follow-up tasks, coordination, and day-to-day operational needs.

· Prepare and maintain practice statistics, productivity reports for scheduling and clinical departments, tracking logs, and administrative summaries as requested.

· Assist with mailing campaigns and mailers to referring providers, including preparing materials, organizing lists, and coordinating distribution.

· Update and maintain the referring provider list to ensure names, addresses, phone numbers, fax numbers, contacts, and other practice details are accurate.

· Contact referring provider offices to verify information, confirm contact details, and support ongoing provider communication.

· Assist with administrative projects that support referral growth, provider outreach, and practice operations.

· Provide backup call center support during high-volume days, including answering calls, scheduling appointments, rescheduling appointments, and assisting patients professionally.

· Maintain accurate documentation of calls, provider updates, reports, mailers, and follow-up items.

· Coordinate with internal team members to ensure provider information and patient scheduling needs are handled promptly and accurately.

· Handle confidential patient and provider information with discretion and in accordance with office policies.

Appointment Scheduler Support Duties

· Answer incoming patient calls in a courteous and professional manner during high-volume periods.

· Schedule, cancel, and reschedule appointments accurately based on provider availability and office guidelines.

· Verify and update patient demographic information when needed.

· Route calls, messages, and scheduling concerns to the appropriate department or team member.

· Provide excellent customer service while maintaining accuracy, patience, and professionalism.

Qualifications

· Previous administrative assistant, medical office, call center, appointment scheduling, or healthcare office experience preferred.

· Strong organizational skills and attention to detail.

· Advanced level Microsoft Excel skills required, including strong comfort working with spreadsheets, reports, provider lists, mailers, tracking documents, data organization, formulas, sorting, filtering, and accuracy checks.

· Excellent verbal and written communication skills.

· Professional phone etiquette and ability to assist patients calmly during busy call periods.

· Ability to multitask, prioritize assignments, and work accurately in a fast-paced environment.

· Must be self-motivated, dependable, and able to work independently with minimal supervision.

· Proficiency with Microsoft Office, including Word, Excel, and Outlook, preferred.

· Experience with electronic medical records or scheduling systems is a plus.

· Bilingual English/Spanish required; candidate must be able to communicate clearly and professionally in both languages.

Work Location and Schedule

This is a full-time, administrative office-based position supporting Digestive Medicine Associates and assisting two managers. The schedule, compensation, employment classification, and benefits eligibility will be discussed during the interview process.

Pay: $17.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $17 - $20