Administrative Assistant

Administrative Assistant to the Medical Office Manager

Location: Katy / Houston, TX
Employment Type: Full-Time
Reports To: Medical Office Manager

Position Summary

We are seeking a highly organized, analytical, and results-driven individual to work directly with the Medical Office Manager in a busy, multi-provider medical practice with multiple locations.

This is not a traditional clerical or entry-level administrative position.

We need someone who can take ownership of responsibilities, manage competing priorities, analyze operational data, identify inefficiencies, and execute assignments without constant supervision or repeated reminders.

The ideal candidate is proactive, resourceful, detail-oriented, and comfortable working in a demanding environment where accuracy, deadlines, accountability, and results matter.

This position requires close coordination with management, providers, and staff and involves access to confidential HR, financial, patient, and business information.

We expect someone who can recognize problems, investigate them, recommend solutions, and follow through until they are resolved.

Key Responsibilities

Practice Scheduling, Utilization & Forecasting

• Monitor provider schedules, appointment availability, and utilization across practice locations.
• Analyze appointment volumes, cancellations, no-shows, scheduling gaps, and patient demand.
• Identify opportunities to improve scheduling efficiency, provider utilization, and patient access.
• Assist in forecasting appointment demand, provider availability, and staffing requirements.
• Provide data-driven recommendations to improve scheduling performance and operational efficiency.

Memorial City Office – Scheduling & Operations

• Evaluate patient demand, provider schedules, and staffing availability to recommend when the Memorial City location should open, extend hours, reduce hours, or close.
• Identify opportunities to optimize location utilization without compromising patient access.
• Coordinate approved scheduling and operational adjustments with the appropriate teams.
• Monitor results and recommend additional adjustments based on patient demand and operational performance.

eClinicalWorks Reporting & Financial Dashboards

• Run, extract, organize, and analyze reports from eClinicalWorks (eCW).
• Maintain financial and operational performance dashboards using Excel and other designated reporting tools.
• Track provider productivity, appointment utilization, patient volumes, and relevant financial performance indicators.
• Identify reporting discrepancies, unusual trends, and operational concerns.
• Prepare accurate, timely reports for management with clear findings and actionable recommendations.

Patient Satisfaction & Referral Management

• Track patient satisfaction surveys, reviews, complaints, and service concerns.
• Identify recurring issues and coordinate follow-up on assigned corrective actions.
• Monitor referral tracking processes, outstanding referrals, incomplete requests, and administrative delays.
• Identify patient access barriers, scheduling bottlenecks, and opportunities to improve appointment availability.
• Provide regular reporting on referral activity, unresolved issues, and patient service performance.

Workflow Monitoring & Staff Accountability

• Monitor outstanding telephone encounters, emails, documents, and assigned work queues within eCW and other office systems.
• Identify aging items, incomplete tasks, administrative backlogs, and missed deadlines.
• Follow up with responsible staff to ensure timely completion of administrative responsibilities.
• Track unresolved issues, document follow-up, and escalate recurring problems to the Medical Office Manager.
• Support compliance with established workflows, documentation standards, and office procedures.
• Escalate clinical or urgent patient-care matters to appropriate authorized personnel.

Provider Credentialing & Compliance Documentation

• Assist with credentialing documentation for newly hired providers.
• Track credentialing requirements, outstanding documents, submissions, and renewal deadlines.
• Monitor license, certification, insurance, and other applicable credential expiration dates.
• Coordinate document collection and follow-up with providers and credentialing personnel.
• Maintain accurate, organized credentialing records and proactively identify potential delays.