Medical Administrative Assistant

Clinical Operations Medical Assistant

This is a remote position. Our client is looking for a Clinical Operations Medical Assistant to support patients, prescribing providers, and the daily administrative operations of a growing psychiatric practice. They operate within the virtual mental health industry and have expanded their services across multiple U.S. markets while building a larger team of affirming behavioral health providers. This role combines patient communication, healthcare administration, prior authorizations, insurance coordination, medication-related support, and provider assistance. The ideal candidate is organized, proactive, dependable, and comfortable managing several priorities independently in a remote environment. The right professional will bring experience supporting U.S. healthcare workflows and a demonstrated commitment to respectful, inclusive, and LGBTQIA+-affirming patient care.

Responsibilities:

• Manage patient communications through approved phone, messaging, and healthcare platforms.
• Coordinate patient appointments, scheduling changes, and follow-up activities.
• Assist patients with administrative questions related to forms, referrals, prescriptions, insurance, and appointments.
• Follow up on incomplete forms, missing documentation, referrals, and outstanding patient requests.
• Review patient charts to identify medication authorization requirements.
• Prepare, submit, monitor, and follow up on prior authorization requests.
• Coordinate with insurance companies regarding medication coverage, approvals, denials, and appeals.
• Communicate with pharmacies regarding prescriptions, refill requests, authorization requirements, and medication availability.
• Support prescribing providers with medication-related administrative workflows.
• Process verbal refill orders when permitted and properly authorized.
• Complete insurance eligibility and benefits verification.
• Assist with referral management and claims-related communication.
• Maintain accurate, confidential, and updated information within electronic health record systems.
• Organize tasks and priorities to ensure requests are completed within expected timelines.
• Maintain clear documentation of patient, pharmacy, provider, and insurance interactions.
• Follow HIPAA requirements and internal healthcare compliance procedures.
• Identify workflow gaps and contribute to the development or improvement of standard operating procedures.
• Learn and adopt new healthcare software platforms as the practice continues to grow.

Requirements:

• At least 1 year of experience in healthcare administration, clinical operations, behavioral health, or a medical office environment.
• Ideally 2 or more years of relevant healthcare administrative experience.
• Hands-on experience managing prior authorizations with limited supervision.
• Experience handling confidential patient information and following HIPAA requirements.
• Familiarity with U.S. healthcare insurance, pharmacy, and medication approval workflows.
• Experience using electronic health record or electronic medical record systems.
• Excellent written and verbal English communication skills.
• Strong patient service and professional communication abilities.
• Excellent organization, prioritization, and time-management skills.
• Ability to work independently with minimal supervision.
• Ability to manage several patient and provider requests simultaneously.
• Demonstrated experience supporting LGBTQIA+ patients or communities.
• Commitment to inclusive, affirming, and patient-centered care.
• Proficiency with Google Workspace, Microsoft Office, or similar productivity tools.
• Ability to learn new technology and healthcare platforms quickly.
• Availability to work during U.S. Eastern Time business hours.
• Reliable high-speed internet and a professional remote workspace.
• A dependable backup plan for power or internet disruptions.
• Ability to use the client's approved VPN when accessing U.S.-based systems.
• Ability to maintain reliable overlap with provider, patient, pharmacy, and insurance company schedules.

Qualifications:

• Degree, certification, or formal training in nursing, medical assisting, or another healthcare field.
• Experience supporting psychiatric, behavioral health, telehealth, primary care, or specialty medical providers.
• Familiarity with psychiatric medication terminology and medication-management processes.
• Experience supporting physicians, nurse practitioners, or other prescribing providers.
• Experience reviewing clinical documentation for prior authorization submissions.
• Experience handling insurance denials, appeals, and follow-up.
• Knowledge of gender-affirming care and LGBTQIA+ healthcare needs.
• Experience with insurance verification, referrals, claims communication, or healthcare compliance.
• Experience using Tebra, IntakeQ, Spruce, CoverMyMeds, or comparable platforms.
• Medical office management experience.
• Experience creating SOPs or improving administrative workflows.
• Project coordination or healthcare operations management experience.

Benefits:

• Full-time role
• 100% remote position
• Opportunity to work in an inclusive, mission-driven mental health setting
• Exposure to modern digital health platforms and patient communication tools
• Collaborative, supportive work culture with space to grow professionally