Medical Provider Administrator (Part-Time / Full-Time)
Location: Hybrid
Schedule: Full-Time, 9:00 AM – 5:00 PM (with occasional after-hours assistance for urgent provider needs)
Position Overview
We are seeking a highly organized, detail-oriented Medical Provider Administrator to manage and coordinate administrative operations between physicians, nurses, and our U.S. military project team. The ideal candidate will ensure smooth scheduling, precise recordkeeping, consistent provider support, and efficient communication across all parties involved.
This role requires a responsible professional who thrives in a fast-paced, detail-sensitive environment, with excellent multi-tasking, communication, and follow-up skills.
Key Responsibilities
Scheduling & Coordination
Schedule appointments and manage physician calendars for medical evaluations and related exams.
Coordinate with nurses to support doctors in completing medical reporting.
Arrange and confirm meetings as needed for project needs or provider assistance.
Handle last-minute scheduling changes or urgent doctor needs promptly and efficiently.
Provider Management & Support
Act as the main point of contact for physicians — providing support via email, WhatsApp, or phone.
Follow up with providers to ensure timely completion and submission of medical reports.
Identify and recruit new physicians according to project specifications.
Manage relationships with existing providers, addressing any scheduling or operational issues.
Administrative & Data Management
Maintain accurate and organized records of appointments, reports, invoices, and communications.
File and verify invoices correctly; ensure all financial documentation aligns with company and AMC standards.
Precisely register and update provider and exam information in the system.
Confirm visit pricing with doctors as needed; ensure all pricing follows the approved pricelists.
Maintain and update physician and AMC pricelists; understand exam descriptions and their associated rates.
Collaboration
Work directly and respectfully with the U.S. military project team, including the team lead and director.
Coordinate with internal staff to ensure all project requirements are met in a timely, professional manner.
Communicate proactively with team members to report progress, issues, or delays.
Requirements
Proven experience as an administrator, coordinator, or similar role — preferably in a medical or healthcare setting.
Excellent organizational, multitasking, and communication skills.
High level of accuracy and attention to detail in data entry and recordkeeping.
Ability to prioritize and manage multiple ongoing projects.
Strong sense of responsibility and professionalism.
Proficiency with standard office tools (Microsoft Office, Google Workspace, etc.).
Comfortable using WhatsApp, email, and other communication platforms for provider support.
Understanding of medical terminology and exam types is an advantage.
Work Hours
Core hours: 9:00 AM – 5:00 PM
After-hours: Occasional urgent assistance for doctors outside standard hours (as needed)
Please note: This position is offered to independent professionals (“liberi professionisti”) on a freelance basis. It is not an employment contract under Italian law — the selected candidate will issue invoices and manage their own taxes and contributions.
