Kayla R. Thomas
Los Angeles
Summary
Detail-oriented senior level assistant supporting C-suite executives in fast-paced environments. Adept at managing complex calendars, coordinating travel arrangements, and enhancing office efficiency through effective communication and project management skills.
Overview
5
5
years of professional experience
Work History
Medical Receptionist/Front Office Manager
Dr. John Diaz Plastic Surgeon
05.2024 - 12.2024
- Executive Administrative Support - supports surgeons schedule, meetings, travel arrangements and expense reports. Manages office supplies, social media content and general office aesthetics.
- Patient Scheduling and Coordination - oversees the appointment scheduling process, ensuring that patient appointments are booked efficiently, and managing any cancellations or rescheduling needs
- Staff Supervision and Training - managing staff, including training, new hire orientations, and performance management while ensuring compliance with protocols and enhancing team efficiency
- Financial Management - oversee billing and collections, managing patient payments, and maintain financial records. Update monthly reporting deliverables for executive presentations
- Patient Communication and Support - serving as a liaison between the surgeons and the patients, addressing inquiries, managing patient relations, and ensuring a friendly and professional environment
- Regulatory Compliance - ensuring that medical office complies with healthcare regulations, maintain patient confidentiality (HIPAA Compliance) and developing and implementing office policies and procedures
Executive Assistant
Beldone Real Estate Investments (Contract)
11.2023 - 05.2024
- Manage complex calendars for two executives focusing on setting up appointments, coordinating meetings, and ensuring that the executives' time is optimized
- Execute effective communications both written and orally. Manage incoming and outgoing phone calls, emails, and act as the primary point of contact between the executive team, staff members and external contacts. Update monthly tracking reports
- Provide extensive administrative support including preparing reports, managing documents, organizing files, and maintaining the client database portal
- Coordinating travel including flights, hotel accommodations and itinerary planning for business purposes
- Provides Project Management support to confirm that projects are on track by managing progress, coordinating team members, and ensuring deadlines are met
Sr. Administrative Assistant III
UCLA Pediatric Department
12.2021 - 11.2023
- Provide administrative support to the Director of Pediatrics and the Patient Care Coordinators including updating all standard operating procedures, creating monthly reporting for newborn test results, and managing executive department expenses
- Office Management - Responsible for ordering and tracking office supplies for department, organizing documents and reports for meetings at onsite hospital facilities, ensures meeting rooms are prepped, orders lunch and checks that all office equipment is functioning properly
- Communication Management - serves as liaison between medical staff and the department head
- Oversees incoming and outgoing correspondence, including phone calls, emails, faxes, and ensuring effective communication within the office
Support Coordinator/Admin Asst
Keck Medical Center of USC Plastic Surgery
09.2019 - 06.2021
- Intake for new patients including insurance eligibility, prior authorization approvals for surgery and follow up appointments
- Assists with billing and coordination of benefits
- Initiate referrals for physical therapy, imaging and radiology requests
- Administrative duties including heavy phone calls, clinic scheduling and patient updates
- Ordering and tracking all office supplies
- Keeps track of department calendar
Education
Certified Medical Assistant -
Los Angeles Career College
CA10.2023
Certified Nursing Assistant -
Critical Care Training Center
CA09.2021
Bachelor of Science - Public Health
California State University, Northridge
12.2019
Skills
- Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook)
- Proficient in Google Workspace (Gmail, Google Calendar, Google Docs, and Google Groups)
- Proficient with Zoom and Teams environments
- Concur Expense Management
- EPIC, Cerner, and Dr Chrono Medical Systems
- Excellent multi-tasker with attention to detail
- Ability to maintain high levels of confidentiality and discretion
- Highly organized and efficient
- Event Planning and Logistics
- Problem Solving and Workflow Optimization
Timeline
Medical Receptionist/Front Office Manager
Dr. John Diaz Plastic Surgeon
05.2024 - 12.2024
Executive Assistant
Beldone Real Estate Investments (Contract)
11.2023 - 05.2024
Sr. Administrative Assistant III
UCLA Pediatric Department
12.2021 - 11.2023
Support Coordinator/Admin Asst
Keck Medical Center of USC Plastic Surgery
09.2019 - 06.2021
Bachelor of Science - Public Health
California State University, Northridge
Certified Medical Assistant -
Los Angeles Career College
Certified Nursing Assistant -
Critical Care Training Center
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