Clinical Administrative Assistant

About the Company

Xsolis is an AI-driven technology company reducing administrative waste in healthcare by enabling smarter collaboration between providers and payers. Since 2013, our vision has been to create a frictionless healthcare system. Headquartered in Franklin, TN—a fast-growing hub for healthcare innovation—we are at the center of a thriving ecosystem of health systems, payers, and technology leaders. Our flagship product, Dragonfly®, is the first and only AI-driven platform to continuously assign real-time predictive scores for medical necessity, delivering proven results across 600+ hospital, health system, and health plan clients. Recognized on the Inc. 5000 and Deloitte Technology Fast 500 lists, Xsolis is one of the fastest-growing privately-held companies in North America.

About the Role

The Clinical Administrative Assistant will serve as a true business partner to physicians, nurses, analysts, and other staff, providing comprehensive administrative support. This role requires initiative and sound decision-making to achieve objectives, working directly with clinicians across departments as well as client and payer staff. The ideal candidate will apply specific experience and knowledge to assignments, exercising discretion and judgment while ensuring proper scheduling, reporting, and task execution.

Responsibilities

• Regularly update and distribute department-specific reports and spreadsheets
• Maintain and update contact details and relevant information for Physician Advisors and clients
• Oversee the timely updating and distribution of Administrator on Call tracking
• Maintain and update PTO tracking and requests for all Physician Advisors
• Follow up on client requests and deliver necessary information
• Manage the submission process for supplemental reimbursements for full-time Physician Advisors
• Support the implementation and training process for new Physician Advisors joining the P2P team
• Manage and prioritize physicians’ time and calendar for peer review phone calls, collaborating across multiple time zones with hospital case managers, payer medical directors, and Xsolis physician advisors
• Manage the peer review queue, including updating assignments and tracking schedules of Xsolis Physician Advisors for these calls
• Conduct daily phone calls to payers to schedule peer-to-peer (P2P) discussions between Xsolis Physician Advisors and payer Medical Directors
• Monitor and follow up on outstanding P2P calls
• Monitor the department email inbox and respond promptly to inquiries from case managers, internal teams, and cross-functional departments
• Collaborate and cross-train with other clinical administrative staff to cover tasks when someone is out of the office
• Perform additional functions, tasks, and special projects as assigned

Requirements

• Ability to manage various tasks concurrently
• Ability to understand needs and deliver results on time
• Ability to work under pressure and tolerate frequent change
• Highly organized with exceptional attention to detail
• Excellent communication, organization, interpersonal, and telephone skills
• Polite and professional communication with colleagues and clients via phone, mail, and email
• Strong technical aptitude with advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Teams)
• Ability to build strong relationships and collaborate with internal teams
• Clinical experience is helpful but not required

Schedule

Hours are 12:00 PM – 8:00 PM ET.

Work Environment

• Typically in a normal office administrative environment with minimal exposure to physical risks
• Mostly sedentary work with occasional exertion of up to 10 pounds of force (e.g., lifting, carrying, pushing, or pulling objects)
• Work involves sitting most of the time, with brief periods of walking or standing
• No significant stooping required
• Travel to home offices in Tennessee for training is required

Benefits

• Medical, dental, and vision insurance
• 401K company match
• Flexible Paid Time Off
• Paid parental leave
• HSA/FSA options
• Educational reimbursement program
• Employer-paid Employee Assistance Program (EAP) & mental health services

Xsolis is an equal opportunity employer. We celebrate diversity and are committed to building an inclusive environment for all employees. Candidates must successfully pass a background check and have authorization to work in the United States on a full-time, permanent basis without sponsorship.