Back Office Operations Executive -1092

Job Description

Job Description: Back Office Support Specialist

Position Overview:
The Back Office Support Specialist is responsible for providing administrative and clerical support to ensure smooth operations and efficient handling of documents, scheduling, and data management. This role is crucial in maintaining up-to-date records, ensuring effective communication with patients and stakeholders, and supporting the team with document management and calendar coordination.

Key Responsibilities:

1. Document Management:

   • Prepare, review, and send IMD notes, invoices, and reports as requested by the team or management.
   • Maintain organized records of all documentation, ensuring accuracy and confidentiality.

2. Patient Updates:

   • Provide timely and accurate updates on patient evaluations and treatment appointments.
   • Communicate any changes or updates to the appropriate stakeholders, ensuring transparency and clarity.

3. Scheduling Coordination:

   • Coordinate and send IMD updates related to patient scheduling, including confirmations, changes, or cancellations of appointments.
   • Ensure patient and team member availability is considered when coordinating schedules.

4. Calendar Management:

   • Generate and distribute IMD calendar breakdowns, ensuring that all relevant parties are informed of upcoming schedules.
   • Regularly update the calendar with any changes to ensure accurate scheduling and coordination.

5. Data Entry:

   • Accurately input and update patient information in the databases.
   • Maintain seamless record management by ensuring that all patient details are current and accessible.

Qualifications:

• High school diploma or equivalent; an associate degree in business administration or related field is preferred.
• Prior experience in an administrative or back-office support role.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with database management.
• Excellent communication skills, both verbal and written.
• Ability to work independently and as part of a team in a fast-paced environment.

Skills & Competencies:

• Attention to detail and high level of accuracy.
• Strong problem-solving skills with the ability to prioritize tasks.
• Discretion and ability to maintain confidentiality with sensitive information.
• Strong time management skills and the ability to meet deadlines.

Work Environment:
This role may involve working in a hybrid or remote environment based on company policies. The position may require occasional adjustments to accommodate urgent requests or changes in patient scheduling.

The Back Office Support Specialist plays a vital role in ensuring efficient administrative operations, supporting patient care, and facilitating seamless communication and coordination within the organization.

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