Front Office Admin / Medical Admin Assistant

J ob Overview:

The 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 process
• Serve as the primary communication point between patients and providers, ensuring timely and clear responses
• Handle administrative tasks related to patient records, documents, forms and other communications
• Maintain a clean and organized office environment
• Effectively prioritize and manage multiple tasks based on urgency
• Work with electronic health records (EHR) to manage patient data
• De-escalate patient conflicts and handle difficult situations with professionalism
• Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office’s cleanliness
• Ensure patient confidentiality in compliance with HIPAA guidelines
• Cross-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-administration
• Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment
• Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)
• Respond to incoming patient inquiries related to interventional psychiatry
• Build relationships with patients during their treatment sessions
• Coordinate patient care with their in-house treatment team
• Reach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability

Required Skills:

• Strong critical thinking and problem-solving abilities
• Exceptional attention to detail and accuracy in all tasks
• Excellent organizational and multitasking skills
• Ability to manage stressful situations calmly and professionally
• Ability to recognize and appropriately escalate patient matters
• Proficiency with Google Chrome, MS Word, MS Excel, and typing
• Successful completion of a medical assistant program preferred
• Basic Life Support Certification preferred
• One year of related previous work experience in a psychiatric setting is preferred
• Ability to effectively and fluently speak, read, and write English
• Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner
• Organizational skills to set priorities and efficiently complete assigned work
• Ability to accurately interpret and utilize basic medical terminology and abbreviations
• Ability to work independently and to make decisions based on department polices and established procedures

Characteristics of an ideal candidate:

• Medical assistant experience of at least 1 year preferred
• Experience administering TMS and/or Spravato to patients preferred
• Displays a "patient first" mentality 
• Self-starter and self-manager
• Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office
• Interacts professionally and courteously with all patients, staff, and doctors
• Detail oriented
• Physically able to stand on feet for many hours at a time
• Excels at multi-tasking and managing priorities with conflicting demands 

Qualifications:

• Degree preferred, but not required
• At least two years of medical reception & administrative medical experience is ideal
• Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software
• Driver’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 coverage

Pay & Benefits:

• Competitive Hourly Pay

• 401(k)
• 401(k) matching
• Dental insurance
• M-F schedule
• Health insurance
• Excellent Paid time off & Paid Sick Time
• Professional development assistance
• Vision insurance

Work setting:

• In-person
• Outpatient
• Private practice

Ability to commute: Daily onsite Travel to Braintree, MA Peabody, MA on occasion to cover vacation needs, etc

Braintree, MA