Admin Assistant Patient Engagement USA

Citadel Healthcare Management (PVT) LTD. provides healthcare management services for practices across North America. Our dedicated team supports a wide range of medical administration tasks, working collaboratively across multiple disciplines.

Our mission is to offer employees meaningful opportunities to apply their expertise, grow in their careers, and contribute to the organization’s ongoing success.

We are committed to creating a workplace where employees feel valued, supported, and motivated. By fostering a collaborative and engaging environment, we ensure that every contribution is recognized and appreciated.

At Citadel, diversity and inclusion are at the heart of our culture. We welcome individuals from all backgrounds—regardless of gender, ethnicity, age, religion, lifestyle, or disability—and embrace the unique perspectives and experiences they bring. Through teamwork, innovation, and continuous professional development, we empower our employees to thrive and drive progress within the organization.

Position Summary

The Administrative Assistant plays a vital role in ensuring smooth daily operations within Citadel Healthcare Management. This position requires strong organizational skills, attention to detail, and a compassionate approach to patient interaction. The Admin Assistant will manage appointments, maintain patient records, handle financial transactions, and provide exceptional customer service while supporting the overall functioning of the office.

Key Responsibilities

1. Appointment Management

Schedule patient appointments to optimize clinician time.

Make reminder calls and provide necessary instructions to patients.

Notify patients of delays or waiting times, ensuring comfort and satisfaction.

2. Patient Information and Records

Collect and update patient addresses, contact details, insurance information, and medical histories with accuracy and confidentiality.

Verify patient information at each visit to ensure compliance with privacy regulations.

Assist patients in completing forms (history, consent, payment contracts).

3. Financial Transactions

Process cash and credit card payments securely and accurately.

Review patient accounts, identify delinquent accounts, and follow up for overdue payments.

Coordinate with the billing department to resolve patient billing or insurance concerns.

4. Customer Service

Respond promptly and professionally to patient inquiries or complaints.

Investigate and resolve concerns or escalate to appropriate medical staff.

Follow up with patients to ensure satisfactory resolution.

Demonstrate empathy and compassion in all patient interactions.

5. Administrative and Clerical Support

Perform general office tasks such as filing, organizing documents, and maintaining supplies.

Maintain both electronic and paper records for accuracy and accessibility.

Collaborate with team members to support efficient office operations.

High school diploma or equivalent; associate degree preferred.

Prior experience in US healthcare administration or US customer service is an advantage.

Strong communication and interpersonal skills.

Proficiency in MS Office and healthcare management software.

Ability to multitask, prioritize, and maintain confidentiality.

Core Competencies

Organization & Time Management – Efficiently handles multiple tasks and schedules.

Attention to Detail – Ensures accuracy in records and financial transactions.

Empathy & Professionalism – Provides compassionate patient care and service.

Collaboration – Works effectively with clinicians, billing staff, and office team.

Location: Citadel Healthcare Management

Reports To: Practice Manager / Office Supervisor

Time: 4:45PM to 2:00AM

Benefits

Provident Fund

Leave Encashment

Gratuity

Health Insurance

Inflation Bonus

Housing Allowance

Patient seen Bonus

Eid Bonus

Salary

A market competitive

Originally posted on Himalayas