Medical Office Assistant

ABOUT SOUTHWEST GERIATRICS

is a women-owned and operated mobile primary care practice in Tucson, established in 2009. We specialize in compassionate, geriatric-focused care, delivering services directly in patients' homes or assisted-living settings. Our mission: "The doctor's office that comes to you," built on values of loving care, deep knowledge, and heartfelt compassion.

ROLE SUMMARY

Southwest Geriatrics is seeking a detail-oriented and service-minded Administrative Assistant to support the Executive Assistant (EA) to the COO and strengthen day-to-day operations for our mobile medical practice. This role plays an essential part in ensuring smooth communication, timely follow-through, and a welcoming experience for patients, families, and community partners.

You'll assist with front-line communication, patient onboarding/offboarding, and general administrative tasks that keep our practice running efficiently.

This position is ideal for someone who enjoys supporting others behind the scenes, thrives in a fast-paced healthcare setting, and brings warmth and professionalism to every interaction.

PRIMARY RESPONSIBILITIES

Communication & Front-Office Support (70%)

• Answer and route incoming calls, emails, and E-Faxes on behalf of the EA and broader operations team.
• Respond to general inquiries from patients, families, healthcare partners, and vendors with clarity, empathy, and professionalism.
• Support the EA by drafting, sending, and organizing routine email responses.
• Maintain a high level of customer service, ensuring all callers feel supported and informed.

Patient Onboarding & Offboarding (20%)

• Assist with onboarding tasks such as collecting documentation, verifying insurance information, and ensuring required forms are complete.
• Support the offboarding process by updating patient records, confirming transitions, and coordinating communications with facilities or families.
• Help maintain accurate, timely patient intake and discharge records within the EHR.

Event & Operations Support (5%)

• Assist the EA in coordinating logistics for community events, team meetings, and partner engagements.
• Manage RSVPs, track attendance, prepare materials, and support event setup as needed.
• Help organize small in-person tasks such as ordering supplies, coordinating gifts, or preparing packets for community partners.

General Administrative Support (5%)

• Assist the EA and COO with calendars, scheduling, document preparation, and follow-up tracking.
• Maintain organized digital files, administrative workflows, and standard operating procedures.
• Support basic data entry and documentation needs, ensuring accuracy and timely updates.
• Assist with occasional social media updates (e.g., posting weekly content or managing reviews).
• Contribute to improving systems and processes to enhance overall efficiency and partner satisfaction.

Other duties as assigned, with responsibilities evolving based on organizational needs.

REQUIRED SKILLS & EXPERIENCE

• 2–3 years of administrative support experience, ideally in a medical office, senior care, or healthcare setting
• Strong communication skills and comfort managing phones, email inboxes, and customer inquiries.
• Experience verifying insurance or working with patient onboarding a plus
• Highly organized, detail-oriented, and able to manage multiple tasks simultaneously
• Proficient in Microsoft Office and/or Google Suite; comfortable learning new systems quickly
• Experience with EHR systems (E Clinical Works preferred, but not required)
• Warm, patient-centered approach with a genuine interest in serving the geriatric community
• Reliable transportation and willingness to support occasional on-site tasks or events in the Tucson area.

WHY JOIN US?

• Enjoy the benefits of a remote role with occasional in-person support for clinic visits or events
• Be foundational in shaping a growing practice's operations and community impact
• Play a meaningful role in improving healthcare access and quality for older adults in Tucson
• Collaborate closely with a compassionate, skilled team of nurse practitioners and clinical staff

Job Types: Contract, Part-time

Pay: From $16.00 per hour

Work Location: Hybrid remote in Tucson, AZ 85750