Clinical Operations Team - Boerne

About the Role

We are seeking an Administrative Support Specialist to manage day-to-day operational and administrative functions for our telehealth medical practice. This role ensures smooth front-office and back-office operations, supports patients and providers with scheduling and documentation needs, and helps maintain compliance with healthcare administrative standards across a virtual care environment.

Key Responsibilities

• Patient Support & Scheduling
• Schedule, reschedule, and confirm telehealth appointments across providers and time zones
• Serve as first point of contact for patient calls, emails, and portal messages
• Verify patient demographic and insurance information prior to visits
• Assist patients with technical issues accessing the telehealth platform
• Send appointment reminders and follow-up communications
• Documentation & Records Management
• Maintain accurate and up-to-date patient records in the EHR system
• Process intake forms, consent documents, and medical records requests
• Ensure all documentation complies with HIPAA and practice recordkeeping standards
• Upload, organize, and file incoming faxes, referrals, and lab results
• Provider & Practice Support
• Coordinate provider schedules
• Prepare reports and summaries for practice leadership as requested
• Order and manage office/administrative supplies and vendor accounts
• Support onboarding of new staff and providers with administrative setup
• Compliance & Quality
• Maintain strict confidentiality of patient health information in accordance with HIPAA
• Follow practice policies for documentation, escalation, and incident reporting
• Support audits and quality assurance reviews by providing requested records and reports

Qualifications

Requirements

• Required
• Minimum of 4 years of administrative experience in a clinical setting
• Demonstrated knowledge and competency working in an EMR
• Working knowledge of HIPAA regulations and patient confidentiality requirements
• Proficiency with scheduling software and standard office software (Microsoft Office/Google Workspace)
• Strong written and verbal communication skills
• Comfortable working in a remote, technology-driven environment
• Excellent organizational skills and attention to detail
• Preferred
• Prior experience supporting a telehealth or virtual care practice
• Familiarity with medical billing and coding basics
• Experience with various EMRs
• Bilingual candidates encouraged to apply