Front Desk, Medical Assistant

Job Description

Job Description

Who We Are

At Health Haven and Health Synergy Clinical Research, we are building a modern and integrated model of psychiatric care that combines high-quality outpatient treatment, interventional psychiatry, and industry-sponsored pharmaceutical clinical research.

Our mission is to provide compassionate, evidence-based mental health care while helping advance the future of psychiatric treatment through ethical clinical research and innovative therapeutic approaches. With continued expansion across Florida, our organization offers physicians the opportunity to grow within a collaborative, high-performing environment focused on clinical excellence, innovation, operational efficiency, and long-term professional development.

We are committed to creating an environment where physicians can thrive clinically, professionally, and financially while working alongside an experienced multidisciplinary team dedicated to exceptional patient care.

Who You Are

Health Haven is seeking a compassionate, organized, and highly accountable Behavioral Health Patient Services Coordinator who is passionate about creating an exceptional experience for every patient and supporting the day-to-day operations of a growing mental health organization.

We value compassion, professionalism, initiative, resilience, organization, integrity, and personal ownership. The right person understands that the front desk is often the first and last interaction a patient has with our organization. This individual will welcome patients with warmth, communicate clearly, remain calm during challenging situations, identify operational needs, and take ownership of ensuring patients, providers, and team members have the support they need.

This is not a position for someone looking only for routine administrative tasks. The role requires someone who is comfortable engaging directly with patients, providers, staff, and families while managing multiple priorities in a busy behavioral health environment. Our ideal candidate is comfortable working with patients who may be experiencing emotional distress and can respond with patience, empathy, professionalism, and discretion.

Fluency in Spanish and English, knowledge of medical terminology, and a genuine interest in supporting individuals receiving mental health care are essential to success in this role. Mental health or healthcare experience is strongly preferred.

This opportunity is ideal for someone who wants to grow professionally, develop their healthcare experience, and become an important part of a collaborative behavioral health team as Health Haven continues to expand.

What You’ll Do

The Front Desk, Medical Assistant serves as a key member of the patient experience team and is responsible for creating a welcoming, professional, and compassionate environment for patients from their first interaction with Health Haven. This role supports daily front desk operations, patient communication, scheduling, registration, documentation, and coordination with clinical and administrative teams. The Front Desk Coordinator must demonstrate professionalism, confidentiality, attention to detail, and compassion when interacting with patients receiving behavioral health services.

• Administrative Support: Complete daily administrative tasks including document management, data entry, scanning, filing, correspondence, and other front office activities necessary to support efficient clinic operations.
• Communication and Patient Support:
  Communicate professionally and compassionately with patients, families, providers, and team members by phone, in person, and through approved communication platforms while recognizing that patients seeking behavioral health services may require additional patience, empathy, and support.
• Patient Check-In and Check-Out: Welcome patients, verify demographic and insurance information, complete check-in and check-out procedures, collect required documentation, and ensure patient information is accurately maintained.
• Patient Experience: Create a positive and respectful first impression for every patient by providing compassionate service, maintaining professionalism, and helping patients feel comfortable and supported throughout their visit.
• Scheduling Coordination: Schedule, confirm, reschedule, and coordinate patient appointments while maintaining accurate provider schedules and communicating scheduling changes appropriately.
• Spanish-Language Support: Provide clear and professional communication in Spanish and English to support Spanish-speaking patients and improve accessibility and understanding throughout the patient experience.
• Team Coordination: Work closely with providers, medical assistants, clinical staff, billing personnel, and leadership to communicate patient needs, resolve front desk issues, and support efficient daily operations.
• Waitlist and Appointment Management: Monitor appointment schedules, cancellations, late arrivals, and openings while helping maintain efficient provider schedules and supporting efforts to maximize patient access.
• Other Duties as Assigned: Perform additional administrative, patient service, and operational responsibilities as assigned to support the needs of Health Haven and Health Synergy Clinical Research.

What You’ll Bring

• High school diploma or equivalent required; additional education in healthcare administration, medical assisting, or a related field preferred.
• Previous front desk, medical office, healthcare, or customer service experience required.
• Previous behavioral health or mental health experience strongly preferred.
• Fluency in Spanish and English required to effectively communicate with patients and families.
• Working knowledge of medical terminology required.
• Experience with electronic health records, scheduling systems, or healthcare information systems preferred.
• Strong verbal and written communication skills.
• Exceptional interpersonal and customer service skills with a compassionate and patient-centered approach.
• Ability to maintain confidentiality and handle sensitive patient and healthcare information appropriately.
• Strong attention to detail and organizational skills.
• Ability to remain calm, professional, and empathetic when interacting with patients experiencing emotional distress.
• Ability to multitask, prioritize competing responsibilities, and work effectively in a fast-paced clinical environment.
• Strong computer skills and proficiency with Microsoft Office or comparable software.
• Ability to work collaboratively with a multidisciplinary healthcare team.
• Commitment to providing respectful, inclusive, and high-quality patient service.
  

What We Offer

• Comprehensive Medical Plans
• Dental Insurance
• Vision Insurance
• Employer-paid Short-Term Disability
• Employer-paid Long-Term Disability
• Employer-paid Life Insurance
• Voluntary Benefits
• Employee Assistance Program (EAP)
• Paid Vacation Time
• Paid Sick Time
• Paid Federal Holidays
• Professional Development Opportunities
• Collaborative Clinical Environment
• Opportunities to Participate in a Growing Behavioral Health Organization

Equal Opportunity Employer

We are an equal opportunity employer and comply with all applicable federal, state of Florida, and local employment laws. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by law. We are committed to maintaining a workplace free from discrimination, harassment, and retaliation, and to fostering an inclusive environment where all employees are treated with fairness, dignity, and respect.

All positions requiring Florida Care Provider Background Screening through the Clearinghouse are subject to background screening requirements under House Bill 531 (2025). For more information, please visit the Care Provider Background Screening Clearinghouse Education and Awareness website at