Senior Administrative Assistant – Personal Injury & Pain Management

Senior Administrative Assistant – Personal Injury & Pain Management

About the Role

We are looking for an exceptional Senior Administrative Assistant who is highly experienced in the personal injury and pain management space and understands what it takes to keep a busy, growing medical practice running seamlessly.

This is not a traditional administrative assistant position.

We are looking for someone who can become a pivotal member of our organization — someone who takes ownership, anticipates what needs to happen next, solves problems before they become problems, and plays a meaningful role in the continued growth and expansion of the company.

The ideal candidate has extensive hands-on experience working within personal injury medical practices and pain management, understands the unique workflow surrounding PI patients, attorneys, insurance carriers, medical records, scheduling, authorizations, documentation, and patient coordination, and is comfortable operating in a fast-paced environment where no two days are exactly the same.

You will work closely with leadership and the clinical team to ensure that every part of the practice is organized, efficient, accountable, and moving forward.

What You'll Be Responsible ForClinic Operations & Administration

• Oversee and coordinate day-to-day administrative operations of the clinic.
• Ensure the clinic runs smoothly, efficiently, and professionally.
• Manage schedules, appointments, calendars, meetings, and administrative priorities.
• Coordinate communication between providers, staff, patients, attorneys, and outside partners.
• Identify operational bottlenecks and take initiative to resolve them.
• Create and maintain systems, processes, and organizational structures that improve efficiency.
• Follow up on outstanding tasks and ensure nothing falls through the cracks.
• Help leadership stay organized and focused on high-priority initiatives.

Personal Injury & Pain Management Operations

• Manage the administrative workflow associated with personal injury patients.
• Coordinate effectively with personal injury attorneys and their offices.
• Understand PI patient documentation, treatment coordination, medical records, authorizations, liens, and related administrative processes.
• Communicate professionally with attorneys, case managers, insurance representatives, patients, and other stakeholders.
• Track patient appointments, treatment progress, documentation, and outstanding requirements.
• Ensure necessary information is obtained and communicated in a timely manner.
• Maintain strict attention to detail and confidentiality.

Patient Experience

• Serve as a professional and highly responsive point of contact for patients.
• Help ensure patients receive an exceptional experience from scheduling through treatment.
• Resolve administrative issues quickly and professionally.
• Maintain strong communication with patients regarding appointments, paperwork, and clinic processes.
• Help create a welcoming, organized, and professional environment.

Leadership & Growth Support

This position will play an important role in the future growth of the organization.

You will have the opportunity to:

• Help develop and implement new operational systems.
• Improve existing workflows and processes.
• Assist leadership with expansion initiatives.
• Help establish scalable administrative systems as the company grows.
• Take ownership of projects that directly impact clinic efficiency and growth.
• Identify opportunities to improve the patient, attorney, and staff experience.
• Become a trusted operational partner to leadership.

What We're Looking For

The following requirement is non-negotiable:

3+ Years of Direct Personal Injury & Pain Management Experience

Candidates must have at least three years of hands-on experience specifically within personal injury and pain management.

General medical office experience alone does not meet this requirement.

We are looking for someone who already understands the unique administrative demands of a personal injury pain management practice and can step into the role with a high level of confidence and independence.

The Ideal Candidate Is:

• Highly organized and exceptionally detail-oriented.
• Proactive rather than reactive.
• A strong communicator.
• Extremely dependable and accountable.
• Comfortable managing multiple priorities simultaneously.
• Able to anticipate problems and solve them independently.
• Professional and confident when communicating with attorneys, patients, providers, and staff.
• Experienced in high-volume, fast-paced medical environments.
• Comfortable taking ownership without needing constant direction.
• Technology proficient and able to learn new systems quickly.
• Process-oriented and naturally inclined to improve systems.
• Discreet and trustworthy with confidential information.
• Someone who genuinely cares about the success of the organization.

Why This Opportunity Is Different

We are building an organization with significant growth ambitions, and we are looking for someone who wants to grow alongside it.

This is an opportunity for the right person to become far more than an administrative assistant.

As the company expands, the scope and responsibility of this position can expand as well. We are looking for someone who wants to build something, take ownership, develop professionally, and become an integral part of the company's long-term success.

If you are someone who looks at a process and thinks, "There has to be a better way to do this," takes initiative without being asked, and thrives when given meaningful responsibility, we want to hear from you.

What Success Looks Like

The right person will help create a clinic where:

• Patients feel taken care of.
• Attorneys receive timely and professional communication.
• Providers have the administrative support they need.
• Staff know exactly what is expected of them.
• Tasks are completed without constant follow-up.
• Problems are identified and addressed quickly.
• Systems become more efficient over time.
• Leadership can focus on strategic growth because the day-to-day operation is under control.

If you have 3+ years of direct Personal Injury & Pain Management experience and are looking for an opportunity where your experience, initiative, and leadership can directly contribute to the growth of an exciting organization, we want to meet you.

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person