Medical Office - Admin Assistant

Full-Time Admin Assistant (40 Hours/Week)

Location: La Jolla/UTC Area (Administrative Office Only)

If you love helping people, staying organized, and working in a role where every day is full of meaningful tasks, we'd love to meet you. Our team is passionate about providing compassionate, high-quality care to seniors, and we are looking for someone who shares that same commitment to service, teamwork, and excellence.

We are a mobile geriatric medical practice serving seniors across San Diego County. Our physicians and nurse practitioners visit patients directly in their homes — we do not see patients in the office.
We are looking for a friendly, professional, and highly organized Office Administrator to join our administrative team in our La Jolla office.

This role is busy and fast-paced from start to finish. You will be supporting patients, families, providers, and staff through phone, email, fax, and system work — not face-to-face.

Strong customer service skills, attention to detail, and the ability to handle multiple tasks at once with a positive attitude are essential.

What You'll Do

Phone, Communication, and Customer Service

• Answer 30+ calls daily with professionalism, patience, and helpfulness.
• Manage office emails, voicemails, and communication efficiently.
• Process and organize 40+ faxes daily.
• Communicate clearly and kindly with patients, families, community staff, and team members.
• Provide thoughtful support even during busy times.

Patient Support

• Register new patients and update insurance and demographic information.
• Schedule new and follow-up appointments accurately and promptly.
• Process referrals, medical orders, and consents.
• Maintain and organize patient lists and records.

Provider and Team Support

• Manage and adjust provider schedules as needed.
• Communicate patient updates and community needs efficiently.
• Stay flexible to support different provider workflows.

Office and Administrative Support

• Request, send, and track medical records.
• Assist with billing lists and administrative reports.
• Help with general office operations and special projects.

Technology and Systems

• Proficiently use Microsoft Office Suite (Outlook, Excel, Word).
• Navigate and learn electronic medical record systems (Epic experience is a plus).
• Adapt quickly to new software and workflow training.

What We're Looking For

• Strong customer service background with a professional and friendly approach.
• Ability to multi-task, prioritize, and stay organized in a high-paced setting.
• Excellent written and verbal communication skills.
• Positive attitude and a team-first mindset.
• Comfort working independently and proactively.
• Commitment to confidentiality, professionalism, and accuracy.

Requirements

• Intermediate computer skills (Microsoft Suite, Adobe, general tech comfort).
• Prior experience in a medical office setting required.
• Experience with Epic is a plus.
• Full-time availability, Monday–Friday.
• Pay: $25/hour, depending on experience and qualifications.

What We Offer

• Paid Time Off (PTO)
• Health and Dental Insurance
• A welcoming, supportive team environment
• Opportunities to grow skills in healthcare administration

How to Apply

Please email your resume and a brief cover letter sharing a little about your experience and your availability.
We look forward to welcoming someone who is committed to excellent service, organization, and patient-centered care.