Job Description

Medical Administrative Specialist

Location: San Diego, CA | On-Site

Employment Type: Contract-to-Hire

Schedule: Monday – Friday, 8:00 AM – 5:00 PM (Onsite)

Pay Rate: $17.75 – $23 per hour

Position Overview

Wheeler Staffing Partners is seeking a detail-oriented and customer-focused Medical Administrative Specialist to support physician order management and administrative operations in a fast-paced healthcare environment.

This role serves as a critical liaison between internal teams and physician offices, ensuring timely processing, tracking, and completion of physician orders while maintaining professional communication and exceptional customer service.

Key Responsibilities

Physician Order & Workflow Management

• Manage EMR workflow tasks related to physician orders, including generating, processing, and tracking orders requiring physician signature.
• Organize and distribute physician orders using each physician office’s preferred delivery method (electronic, fax, mail, or in person).
• Monitor outstanding orders and perform timely follow-up to ensure completion, escalating issues when necessary.
• Receive signed orders, upload and attach documentation within the EMR system, and communicate completion to appropriate stakeholders.
• Assist internal departments with obtaining required documentation from external providers and physician offices.

Physician Office & Stakeholder Communication

• Serve as a primary point of contact for physician offices regarding order status, delivery preferences, and documentation requests.
• Coordinate with physician offices to improve order workflows and streamline communication processes.
• Build and maintain professional relationships with physicians, office staff, and internal teams.

Administrative Support & Operations

• Maintain accurate documentation and records in compliance with organizational and healthcare standards.
• Utilize Microsoft Office and EMR systems to track workflows and manage documentation.
• Cross-train across multiple administrative functions and support team operations as needed.
• Prioritize workload effectively to ensure timely completion of daily tasks and follow-ups.

Required Qualifications

• High school diploma or equivalent required
• 1–3 years of healthcare administrative, medical office, or physician office experience
• Medical terminology knowledge required
• Valid driver’s license (must be current and not expired)
• Strong computer skills, including Microsoft Word, Excel, and Outlook
• Excellent verbal and written communication skills
• Strong organizational, multitasking, and time management abilities
• Customer-focused mindset with professional interpersonal skills
• Ability to work onsite Monday – Friday, 8:00 AM – 5:00 PM

Preferred Qualifications

• Experience working in a physician office, clinic, or home health environment
• Vocational or technical healthcare certification (Medical Assistant, CNA, or similar)
• Experience with Homecare Homebase (HCHB) software
• Experience working with EMR systems and physician order management workflows

Key Competencies

• Healthcare Administration
• Physician Order Management
• Medical Terminology
• Electronic Medical Records (EMR)
• Healthcare Customer Service
• Administrative Coordination
• Microsoft Office Suite
• Time Management and Organization
• Healthcare Operations Support

Why Work with Wheeler Staffing Partners

Wheeler Staffing Partners connects talented professionals with leading organizations across healthcare, corporate, and professional services industries. Our team is committed to supporting your career growth by providing access to meaningful opportunities, competitive compensation, and ongoing support throughout your assignment and beyond. We prioritize strong partnerships, transparent communication, and helping you achieve long-term career success.

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