Medical Administrator - Part-time

Job Description

Job Description

About Us:  

At Myndpath Psychiatry & Medical Associates, we’re committed to delivering compassionate, patient-centered care that empowers individuals and strengthens communities. Our team thrives on collaboration, innovation, and clinical excellence—and we’re looking for a Medical Administrator (Front Desk Staff) who shares our mission. 

Role Overview:  

The Medical Administrator (Front Desk Staff) is the primary face and voice of our practice, managing the critical start and end of the patient journey. This role requires a unique blend of high-efficiency administrative skills and deep empathy. You will manage a high-volume workflow that includes booking same-day sick calls, scheduling primary care appointments, and organizing psychiatric medication management visits, all while ensuring a welcoming, stigma-free environment. 

Qualifications:  

Patient Intake & Reception: 

• Welcoming Environment: Greet patients and visitors warmly, ensuring a compassionate, professional, and entirely confidential environment. 
• Check-In/Check-Out: Verify patient identities, update demographics, manage the patient queue, collect co-pays/balances, and set clear expectations regarding wait times. 
• Compliance Documentation: Securely obtain and document informed consent, intake packets, release forms, and HIPAA acknowledgments. 

Scheduling & Communication: 

• Multi-Line Phone & Queue Management: Manage high-volume phone lines and emails; effectively route messages to clinical staff and providers. 
• Strategic Appointment Scheduling: Coordinate complex schedules across primary care and psychiatry, appropriately slotting in urgent, same-day sick visits alongside routine follow-ups. 

Insurance & Billing Operations: 

• Insurance Verification: Utilize payer portals and clearinghouses to verify insurance eligibility, confirm benefits, and document co-pays or authorizations before the visit. 
• Payment Collection: Accurately process and post payments, handle multiple payment methods, issue receipts, and coordinate directly with the billing department regarding complex inquiries. 

Office Operations & Practice Support: 

• EHR Maintenance: Input precise administrative data into the EHR system, including chief complaints, allergy alerts, pharmacy preferences, and insurance details. 
• Office Efficiency: Maintain front office forms, coordinate incoming/outgoing mail, faxes, and medical records requests, and assist clinical staff with administrative paperwork. 

Minimum Required Education:  

• High school diploma or equivalent (associate degree in healthcare administration, business, or related field is a plus). 

Minimum Required Experience:  

• 3-5 years’ experience in medical front desk, customer service, or clerical role; experience in an integrated primary care or mental health setting is highly valued. 

Other Skills Required:  

• Strong computer proficiency, including standard MS Office applications and advanced knowledge of Electronic Health Record (EHR) systems and standard diagnostic/lab equipment. 
• Solid understanding of basic medical terminology, health insurance basics, and patient billing procedures. 
• Strict Adherence to HIPAA: A deep commitment to maintaining absolute patient privacy and confidentiality. 
• Demeanor: Ability to remain calm, grounded, and deeply empathetic under pressure, particularly when interacting with clients experiencing acute stress or mental health challenges.