Administrative Medical Assistant

Job Description

Job Description

Description:

Fulfill your purpose at CLM:

Center for Life Management (CLM) provides the area's most comprehensive array of outpatient mental healthcare. We offer a variety of innovative and evidence-based services to treat common mental health disorders. The Administrative Medical Assistant supports the daily operations of Center for Life Management’s Depression Center by providing administrative, scheduling, and clinical support to ensure efficient, high-quality patient care. This role serves as the primary administrative support for Depression Center services, including patient intake, appointment coordination, insurance verification, prior authorizations, referrals, and patient communication.

In addition to administrative responsibilities, this position provides clinical backup coverage for specialized treatment services, including Transcranial Magnetic Stimulation (TMS) and Spravato, assisting with treatment preparation, patient monitoring, and documentation under the supervision of licensed medical providers. The Administrative Medical Assistant plays a key role in creating a welcoming, organized, and supportive environment for patients receiving mental health treatment while ensuring compliance with agency, payer, and regulatory requirements.

This is a full-time, 40 hours per week position with a schedule of Monday - Friday 8:00 AM-4:30 PM.

Major Functional Areas and Description of Duties

Administrative Coordination & Patient Relations

• Patient Intake: Assist new Depression Center patients with completing intake paperwork, ensuring all required forms are accurately filled out prior to their first appointment.
• Scheduling: Manage the treatment schedules for the Depression Center, ensuring smooth patient flow and minimizing wait times.
• Insurance & Billing: Perform insurance verification, secure necessary prior authorizations, and clearly communicate coverage details to patients.
• Payment Administration: Coordinate payment plans with the finance department, ensure copays are collected, and manage patient billing inquiries.
• Patient Interaction: Serve as the primary point of contact for patients, answering inquiries, addressing concerns, and providing a supportive, welcoming environment.

Clinical Support (TMS & Spravato Clinics)

• Backup Treatment Administration: Assist with the setup and administration of TMS and Spravato treatments under the supervision of medical providers.
• Patient Monitoring: Closely monitor patients during and after treatment sessions for comfort, safety, and potential side effects.
• Documentation: Accurately record treatment notes, track vital signs, and maintain compliance with clinical and REMS protocols in the Medical Record.
• Clinic Maintenance: Maintain a safe, clean, and organized environment in all Depression Center treatment rooms.

Administrative & Team Support

• Coordinate with nursing staff, providers, and administrative team members to ensure efficient patient care and clinic flow.
• Maintain compliance with HIPAA, safety standards, and clinic policies.
• Participate in team meetings, training, and quality improvement initiatives.

Physical Demands and Working Conditions

All work will be performed in a clinical outpatient office requiring ability to move between treatment rooms throughout the day. Ability to assist patients safely as needed and ability to lift and carry up to 25 pounds. Manual dexterity is needed to operate the TMS machine, computer, and standard office equipment. The ability to stand and sit for extended periods of time is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Benefits

At Center for Life Management, we offer a robust benefits package because caring for our staff is just as important as caring for our clients. Benefits for benefits eligible employees include:

• Comprehensive health insurance (medical, dental, vision)
• Health Reimbursement Arrangement
• Flexible Spending Account
• Paid earned time (3 weeks in year one, caps at 6 weeks)
• Paid holidays (8) with bonus birthday holiday in your birth month
• 403(b) Retirement Savings Plan with 3% company contribution upon 1 year of employment
• Life Insurance paid by company
• Short- and Long-Term Disability paid by company
• Accidental Death and Dismemberment Insurance paid by company
• Employee Assistance Program (EAP), accessible to staff and their natural supports
• Company issued cell phone and laptop as needed for role
• Scholarship for professional advancement
• Mileage reimbursement for applicable positions
• On the job training and continuing education opportunities
• Rewarding and supportive work environment with excellent opportunities for career growth
• Meaningful relationships with your co-workers and the individuals we serve
• Flexible work schedule
• Teamwork, teamwork and more teamwork!

Join CLM and make your career dreams a reality!

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Qualifications and Skills

• Certified or Registered Medical Assistant (CMA, RMA, or equivalent) from an accredited program.
• Previous experience in a medical or psychiatric clinical setting preferred.
• Basic Life Support (BLS/CPR) certification (or ability to obtain upon hire).
• Exceptional interpersonal and communication skills; strong proficiency in medical scheduling and EMR systems.
• Basic understanding of medical insurance verification and billing procedures.
• Ability to work effectively with patients experiencing depression and other mental health conditions.
• Proficiency with electronic medical records (EMR) systems and basic Microsoft Office applications (Outlook, Word, Excel).
• Ability to document effectively and efficiently in course of clinical work.
• Ability to exercise sound clinical judgment in routine, urgent, and emergent clinical situations.
• Ability and desire to work as part of a clinical team while also able to be self-directed and motivated with minimal supervision.
• Ability to acquire and effectively practice new clinical skills as needed according to evolving agency needs/services.