Administrative Assistant
Nashville, TN Administration
Job Type

Nashville Hip Institute at TOA is a part of Tennessee Orthopaedic Alliance, the largest orthopedic surgery group in Nashville and Middle Tennessee. TOA concentrates on the diagnosis and treatment of disorders and injuries of the musculoskeletal system which allow our patients to live their best life. Ninety plus years later we are advancing the practice of orthopedic surgery throughout the state.

The Administrative Assistant is primarily responsible for providing assistance to the Physician, but also to mid-level staff and management at the Nashville Hip Institute at TOA. This person will receive direction from the clinic physician, and the clinic site manager.

Responsibilities include:

  • Performs administrative support duties for the physician which may include transcribing correspondence and reports, proofreading typed material, maintaining physician calendar and travel arrangements as needed. 
  • Enters data, maintains databases, keeps records, Indexes and files correspondence, records, and reports.
  • Receives and assists visitors, answers incoming calls, and patient scheduling as needed.
  • Maintains governance documents and files including those related to committees, quality assurance, and manuscripts.
  • Maintains records pertaining to the patient experience, including satisfaction data, patient complaints, and patient feedback.
  • Processes medical record requests from patients in a timely manner  
  • Provides clinic administrative coverage and back up, such as checking in/out patients as needed.
  • Performs other duties as assigned.


Here are the experiences and requirements for the role.

  • Exceptional proficiency in office administrative systems, including MS Word, Outlook, and a knowledge of Excel, and Adobe.
  • Excellent verbal and written communication skills, with the demonstrated ability to draft and edit physician or clinic correspondence, memos, and reports. 
  • Demonstrated ability to harvest data and translate this into informative reports.
  • Prioritize work and multitask effectively and efficiently.
  • Must be able to navigate the work environment, including collaborating and working closely with multiple stakeholders; physician, clinical colleagues, administrative coworkers, patients, families, payors, and other entities within the TOA organization.
  • Demonstrated ability to learn and comply with organizational policies, practices, and procedures.
  • Successful experience in health care administration practices and maintaining confidentiality
  • Working knowledge of fundamental clinic/healthcare financial practices, including the relationship between payor, provider, and patient, along with the financial acumen of tracking clinic financials, balancing and reconciling figures, and accurately processing patent financial transactions.