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Administrative Assistant – Medical Scheduling
Arttha Gestão & RHAdministrative Assistant managing medical scheduling tasks remotely. Responsibilities include communication with patients and handling various administrative duties.
About the role
Key responsibilities & impact- Answer and respond to messages received through various channels, classifying requests and prioritizing urgent cases
- Maintain cordial, clear communication aligned with the clinic's tone
- Record important patient information in the system or spreadsheets
- Advise patients on how consultations work, the physician's profile, fees, insurance coverage, required documentation, and preparation instructions
- Schedule appointments, suggest alternative dates, enter and confirm data accurately, and update control spreadsheets
- Keep constant contact with partner reception teams to open, adjust, and close schedules, resolve scheduling conflicts, and communicate changes that affect patients
- Receive and organize requests for evaluations, second opinions, or referrals, collecting basic information and ensuring follow-up until the appointment
- Update scheduling spreadsheets, pending items, waiting lists, and data for reports
- Organize regular backups and confirm details with patients to prevent no-shows and errors
- Maintain a welcoming approach, noting patients' special needs and reviewing the schedule daily to identify potential conflicts
Requirements
What you’ll need- High school diploma
- Practical experience with Google Drive (Docs, Sheets, Google Calendar)
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Basic knowledge of WhatsApp Business (broadcast lists, labels, simple automations)
- Resident of Salvador, BA
- Comfortable operating across multiple channels: telephone, WhatsApp, email, social media
- Preferred: University degree completed or in progress
- Preferred: Previous experience in medical offices, clinics, or hospitals
- Preferred: Experience with call center or customer service routines
- Preferred: Basic familiarity with medical terminology
- Preferred: Familiarity with automated spreadsheets or dashboards
Benefits
Comp & perks- Meal allowance of R$12.00 per day
- Internet allowance
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
Google DriveMicrosoft OfficeWhatsApp Businessschedulingdata entryreportingautomated spreadsheetsdashboardsmedical terminology
Soft Skills
communicationorganizationprioritizationcustomer serviceproblem-solvinginterpersonal skillsattention to detailadaptability
Certifications
high school diplomauniversity degree