Digital Medical Administration Associate

Position Summary:
The Digital Medical Administration Associate is responsible for delivering high-quality administrative and financial coordination services to patients and clients through digital communication platforms. Under general supervision and following established procedures, this position plays a vital role in scheduling, patient registration, insurance verification, and digital messaging. In addition to daily operational tasks, this role actively supports the department’s commitment to operational excellence by participating in workflow optimization and process improvement initiatives that enhance team efficiency and service quality.

Key Responsibilities:

Operational Excellence & Process Improvement:

• Identify opportunities to streamline scheduling, registration, and messaging workflows to improve efficiency and patient experience.
• Incorporate new technology and processes into the digital patient messaging platform and workflow.
• Support the creation and documentation of new standard operating procedures (SOPs) to enhance consistency and quality in daily tasks.
• Participate in team discussions and improvement projects to propose, test, and implement better ways of managing patient communication and data accuracy.
• Collaborate with supervisors to monitor performance metrics and suggest workflow adjustments that increase productivity and service levels.
• Participate in monthly meetings with the office of the CEO to report project status and share progress on process improvement initiatives.

Core Day-to-Day Duties:

• Schedule patient appointments for clients via digital messaging platforms.
• Send patients reminders for upcoming appointments and provide telehealth links as needed.
• Upload and manage patient documentation prior to appointments (e.g., registration forms, insurance cards, IDs, no-show policies, medical history questionnaires).
• Pre-register patient demographics and verify insurance coverage prior to appointments.
• Confirm and update patient insurance details to ensure accurate billing and coverage.
• Notify patients of any estimated out-of-pocket costs before their appointments through digital messages.
• Route patient conversations and inquiries to the appropriate client inboxes (clinical, prescriptions, eligibility verification, etc.).
• Close completed conversations and maintain organized and up-to-date digital inboxes.
• Add patients to the client’s call waitlist if they choose not to use digital messaging.
• Respond promptly to designated digital message inquiries, Monday–Friday, 7 AM to 5 PM PST.

PFS Team Support & Flex Coverage:

• Assist with the training and onboarding of new PFS team members.
• Provide flexible back-up support to PFS & medical records to ensure consistent service levels during peak periods, staff absences, or other coverage needs.

Careers at CareDesk offer:

• Great Environment and Community
• Full Medical (Kaiser Gold HMO)|Dental|Vision
• FSA|Long-Term Disability Insurance
• 3% 401k Match
• Paid Training|Weekly Team Lunch|Unlimited Snacks, Coffee and Drinks|Team Outings

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Vision insurance