Front Office Admin / Medical Admin Assistant

Front Office Admin / Medical Administrative AssistantThe Front Office Admin / Medical Administrative Assistant will be a dual-functionality position, responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations and be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs. This could be as much as 25% of the job duties after the first 3 months of administrative needs and training to understand our systems.Key Responsibilities:Manage patient scheduling, optimize appointment availability, and ensure a smooth intake processServe as the primary communication point between patients and providers, ensuring timely and clear responsesHandle administrative tasks related to patient records, documents, forms and other communicationsMaintain a clean and organized office environmentEffectively prioritize and manage multiple tasks based on urgencyWork with electronic health records (EHR) to manage patient dataDe-escalate patient conflicts and handle difficult situations with professionalismPerform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office's cleanlinessEnsure patient confidentiality in compliance with HIPAA guidelinesCross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided)Administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided)Monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administrationWork with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatmentManage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)Respond to incoming patient inquiries related to interventional psychiatryBuild relationships with patients during their treatment sessionsCoordinate patient care with their in-house treatment teamReach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availabilityRequired Skills:Strong critical thinking and problem-solving abilitiesExceptional attention to detail and accuracy in all tasksExcellent organizational and multitasking skillsAbility to manage stressful situations calmly and professionallyAbility to recognize and appropriately escalate patient mattersProficiency with Google Chrome, MS Word, MS Excel, and typingSuccessful completion of a medical assistant program preferredBasic Life Support Certification preferredOne year of related previous work experience in a psychiatric setting is preferredAbility to effectively and fluently speak, read, and write EnglishExcellent customer service skills and ability to communicate in a courteous, pleasant and professional mannerOrganizational skills to set priorities and efficiently complete assigned workAbility to accurately interpret and utilize basic medical terminology and abbreviationsAbility to work independently and to make decisions based on department polices and established proceduresCharacteristics of an Ideal Candidate:Medical assistant experience of at least 1 year preferredExperience administering TMS and/or Spravato to patients preferredDisplays a "patient first" mentalitySelf-starter and self-managerExemplify strong work ethic and operates with highest level of integrity in and outside of the officeInteracts professionally and courteously with all patients, staff, and doctorsDetail orientedPhysically able to stand on feet for many hours at a timeExcels at multi-tasking and managing priorities with conflicting demandsQualifications:At least two years of medical reception & administrative medical experience is idealComfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and softwareDriver's license and reliable transportation for occasional coverage of our other office.Ability to be based out of Peabody, MA and travel to Braintree, MA when needed for vacations or other urgent coveragePay & Benefits:Competitive Hourly Pay401(k)401(k) matchingDental insuranceM-F scheduleHealth insuranceExcellent Paid time off & Paid Sick TimeProfessional development assistanceVision insuranceWork Setting:In-personOutpatientPrivate practiceAbility to commute: Daily onsite Travel to Braintree, MA Peabody, MA on occasion to cover vacation needs, etc Braintree, MA