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Medical Operations & Executive Scheduling Specialist

Job Overview
Our client is looking for a highly organized and detail-oriented Medical Operations & Executive Scheduling Specialist to support physician scheduling, hospital coordination, medical records management, credentialing, billing audits, and executive administrative functions.

This role will manage daily and monthly scheduling operations across six hospital facilities, coordinate physician availability and leave requests, maintain accurate medical records and operational reports, and provide ongoing support to providers and internal departments.

The ideal candidate is comfortable handling high-volume administrative work, working with multiple stakeholders, maintaining accurate data, and managing time-sensitive healthcare operations with professionalism and confidentiality.

Schedule
  •  Monday to Friday, 9:00 am to 6:00 pm Pacific Time with 1 hour unpaid break (8 hours a day/40 hours per week)
Responsibilities
Physician Scheduling & Hospital Operations
  • Coordinate daily and monthly physician scheduling across six hospital facilities.
  • Gather physician availability, manage leave requests, and maintain scheduling calendars and rotations.
  • Communicate schedule updates, assignments, and changes to physicians, hospitals, and internal stakeholders.
  • Liaise with hospital teams to ensure staffing needs and scheduling requirements are aligned.
  • Provide ongoing provider operational support through email and text.
  • Manage scheduling workflows and identify opportunities for process improvements.
Medical Records & ShareFile Management
  • Manage and supply missing medical records through Monday.com.
  • Download, review, organize, and upload medical charts to ShareFile.
  • Contact providers and follow up on missing documentation across five hospitals.
  • Coordinate ShareFile upload requests and maintain accurate records of completed submissions.
  • Ensure medical records and supporting documentation are organized and handled securely.
Credentialing & Provider Administration
  • Coordinate credentialing requirements for existing providers.
  • Assist with new provider applications and credentialing processes.
  • Respond to applicants, update tracking sheets, and coordinate with the Credentialing Team.
  • Set up provider access and assist with IT-related administrative requests.
  • Maintain accurate provider files, records, and credentialing trackers.
Billing, Attendance & Reporting
  • Coordinate payroll-related requests and manually update attendance records for overtime hours.
  • Perform daily Plexus sweeps to identify and follow up on approximately 15–20 incomplete entries per day.
  • Coordinate billing audits involving critical notes, A-lines, and missing times.
  • Prepare weekly after-hours utilization reports across multiple hospitals.
  • Coordinate case volume reporting and ShareFile upload requests.
  • Support direct patient billing inquiry coordination.
  • Manually extract and reconcile daily case data from hospital PDF reports into tracking sheets.
  • Upload updated actual case trackers to ShareFile and maintain data accuracy.
Executive & Administrative Support
  • Manage calendars, meeting reminders, and administrative schedules.
  • Organize events, complete forms, conduct research, and prepare email correspondence.
  • Maintain file and data management systems.
  • Coordinate cross-department requests involving billing, medical staff, and compliance teams.
  • Support workflow improvements and other administrative tasks as required.
Requirements
  • 3+ years of experience in healthcare administration, medical scheduling, medical records, executive assistance, or a related field.
  • Strong proficiency in Microsoft Excel or Google Sheets, including data entry, tracking, and reconciliation.
  • Experience using project management and file management platforms such as Monday.com and ShareFile.
  • Strong written and verbal English communication skills.
  • Windows laptop is required for this role.
  • Willingness to work with hospital schedules and operational requirements, including possible time-zone differences.
Qualifications
  • Experience coordinating schedules across multiple facilities, departments, or teams.
  • Familiarity with medical records, provider credentialing, hospital operations, or healthcare billing workflows.
  • Excellent organizational skills and attention to detail: can manage six-facility scheduling operations while maintaining accurate calendars, trackers, and reconciled case data.
  • Proactive and resourceful: follows up on outstanding requests and resolves administrative issues without constant supervision.
  • Strong communicator: confident coordinating with physicians, hospitals, providers, credentialing, billing, and compliance teams.
  • Technically capable: comfortable navigating spreadsheets, PDF reports, scheduling systems, Monday.com, ShareFile, and other operational tools.
  • Process-driven: can follow established workflows, maintain documentation, and recommend improvements where appropriate.
  • Reliable and adaptable: can manage changing schedules, urgent requests, and competing priorities in a healthcare environment.
  • Ability to handle confidential healthcare and provider information appropriately.
Independent Contractor Perks
  • Permanent work from home
  • Immediate hiring
  • Health Insurance Coverage for eligible locations
Note
  • Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.

Internal Note on Discriminatory Items
No discriminatory preferences or requirements regarding age, gender, race, or other protected attributes were found in the original job description provided.

Medical Operations & Executive Scheduling Specialist

Job Category

Administration

Job Type

Full Time (35 hours or more per week)

Work Schedule and Timezone

Monday to Friday, 9:00 am to 6:00 pm Pacific Time with 1 hour unpaid break (8 hours a day/40 hours per week)

Published on

Oct 05 2026

BruntWork will never ask you for money or any other form of payment. If someone claiming to represent BruntWork is requesting a payment from you, please let us know at applications@bruntwork.co

“BruntWork made the entire recruitment process smooth, transparent, and stress-free. They matched me with a client that genuinely fits my skills and values — and the support didn’t stop at placement... A reliable, professional partner I’d recommend without hesitation.”

— Zyrrah D, Bookkeeper

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