Medical Administrator

Internal Medicine is one of the three core pillars of Kusnacht Practice. The Senior Medical Administrator provides dedicated administrative and operational support to the Internal Medicine Team. The role ensures the smooth coordination of physician schedules, client appointments, medical documentation and day-to-day administrative processes. 
 
The position requires a high level of organisation, accuracy, confidentiality, flexibility and a service-oriented approach in a dynamic clinical environment.

Physician, Appointment & Administrative Coordination 

• Manage and continuously monitor Internal Medicine physicians’ calendars and client appointments, coordinate external medical appointments and examinations, follow up on related medical reports and results, and accompany clients where required.
• Add, cancel and reschedule appointments as required, ensuring appropriate preparation and administrative time for physicians.
• Identify scheduling conflicts, double bookings, urgent matters and other coordination needs, and ensure timely resolution.
• Prepare for daily team huddles by reviewing appointments, client requests and outstanding actions, and coordinate agreed next steps.
• Coordinate administrative requests from Internal Medicine physicians, including external international doctor calls, Programme Managers, Client Relations and external providers.
• Act as the central administrative coordination point between the Internal Medicine Team and relevant internal and external stakeholders.
• Ensure clear, timely communication and appropriate follow-through on scheduling, client and administrative matters.

Medical Documentation & Discharge Reports 

• Coordinate the preparation and completion of discharge reports and other medical documentation for the respective pillar. 
• Follow up with the relevant doctors regarding missing information.
• Check documents for administrative completeness, consistency and formatting.
• Prepare and organise documentation for secure distribution and filing.
• Ensure relevant documentation is correctly stored in E-PAT including accurate filing/documentation and following the agreed processes.
• Prepare and translate medical preadmission documents with DeepL as per SOP for internal purposes.

General Team Support 

• Provide day-to-day administrative support to the Internal Medicine Team. Assist with urgent or last-minute requests while maintaining overall priorities.
• Manage the Internal Medicine Doctors monthly expense administration.
• Critical: Monitor team absences and vacation planning on a monthly basis in Personio. Flag any periods of insufficient team coverage to the CMO and coordinate necessary adjustments. Support operational continuity during planned and unplanned absences.
• Support the onboarding process of new team members of Internal Medicine including the Induction Week Support for HR.
• Prepare and organise the weekly Internal Medicine Team and Doctors’ Meetings, including agendas, materials and meeting minutes / follow-up actions.
• Provide mutual cross-coverage during team members’ absences across the other medical pillars (BIO-R® and Psychiatry) to ensure operational continuity.