The following is a list of support staff roles commonly utilized in physician owned practices. These positions cover a range of administrative, financial, and operational functions and may be performed by part time employees, contractors, or internal team members as needed. All roles should be compensated at fair market value and documented (job description, hours, payroll records). If the person you are hiring is your child or spouse, follow the steps in our Paying Your Kids Through Your Business guide, which covers the documentation the IRS expects for family employees.

Administrative & Operations

1. Administrative Assistant

  • Manage and organize digital files and documents
  • Track physician licensure and credentialing deadlines
  • Maintain scheduling calendar for shifts, appointments, and meetings

2. Office Manager

  • Oversee daily business operations (even if virtual)
  • Coordinate between vendors, billing services, and contractors
  • Track CME credits, licensure renewals, and professional requirements

3. Scheduler / Calendar Manager

  • Book shifts with staffing agencies or hospital systems
  • Handle calendar conflicts and availability
  • Ensure timely submission of timesheets and logs

4. Credentialing Coordinator

  • Track and manage hospital credentialing paperwork
  • Communicate with credentialing departments for updates and requirements
  • Maintain spreadsheet of facility logins and renewal due dates

5. CME Coordinator

  • Research CME opportunities and register physician
  • Schedule travel and log CME hours
  • Submit CME certificates for record keeping and licensure

Finance & Bookkeeping

6. Bookkeeping Assistant

  • Categorize transactions in accounting software
  • Upload receipts and match expenses
  • Flag issues or outliers for CPA review

For clients on Doc Wealth bookkeeping, this role covers day-to-day capture only; classification and reconciliation stay with our team so the books remain review-ready.

7. Expense Tracker

  • Track and document all business related expenses
  • Maintain logs for mileage, meals, supplies, etc.
  • Assist in organizing files for tax preparation

8. Payroll/Contractor Coordinator (if S-Corp)

  • Submit monthly payroll for owner and other contractors
  • Prepare 1099s and W2s as needed
  • Monitor payroll deadlines and compliance

Facilities & Office Upkeep

9. Office Maintenance Assistant

  • Clean and organize home office
  • Order office supplies and restock when needed
  • Handle minor tech troubleshooting (printer issues, Wi-Fi, etc.)

Patient & Client Communications

10. Patient Liaison (for direct patient services)

  • Return non clinical patient calls
  • Confirm appointments and collect intake forms
  • Follow up on missed appointments or documents

Documentation & Compliance

11. Chart Completion Tracker

  • Log chart completion status and send reminders
  • Maintain a running list of incomplete or pending charts
  • Alert physician to deadlines (e.g., 30 day chart rules)

12. Compliance Coordinator

  • Help ensure HIPAA documents, disclaimers, and contracts are stored properly
  • Maintain list of required compliance items by hospital/system

Logistics & Errands

13. Supply Manager

  • Order scrubs, stethoscopes, and medical tools
  • Track badge access, parking permits, and facility specific gear
  • Prep travel kits for locums or on call shifts