Medical Office Assistant (Site Lead)

Job Description

Job Description

The Front Desk Medical Assistant / Site Lead plays a dual role that combines exceptional patient-facing service with operational and clinical support. This individual will ensure smooth day-to-day clinic operations, provide hands-on support to patients and providers, and oversee site-level coordination and administration.

The ideal candidate is organized, proactive, and thrives in a dynamic outpatient environment. This position is essential in maintaining efficient workflows, supporting clinical staff, and fostering a collaborative, patient-centered atmosphere that reflects our mission and values.

Key Responsibilities

Front Desk & Patient Support

• Welcome patients and serve as the first point of contact at the clinic, providing a warm and professional experience.

• Manage scheduling, check-in, check-out, and respond to phone and email inquiries.

• Collect and verify insurance, demographic, and intake information while maintaining accurate documentation in the EHR.

• Ensure smooth patient flow and maintain a well-organized waiting area.

Clinical & Administrative Support

• Assist providers with patient rooming, obtaining vitals, and other basic medical assistant (MA) tasks as needed.

• Coordinate with virtual assistants and central support teams for scheduling, billing, and prior authorizations.

• Support onboarding and training of new front desk or MA staff to ensure consistent quality and compliance.

• Monitor supply levels, submit orders, and maintain readiness of clinical and administrative areas.

• Escalate operational issues (facilities, IT, patient concerns) to leadership in a timely manner.

Site Lead Responsibilities

• Serve as the point person for daily operations at the Fremont clinic.

• Partner with Clinical Operations leadership to implement new workflows and EHR processes.

• Collaborate with regional leaders on staffing schedules and clinic readiness.

• Track and report basic operational metrics (e.g., patient volume, cancellations, turnaround times).

• Ensure compliance with all clinic protocols, safety standards, and regulatory requirements.

• Promote teamwork and a supportive, patient-centered environment for both staff and patients.

• Support billing coordination and communication with central billing teams.

• Medical Assistant certification required, or equivalent experience in a hybrid clinical/front desk role.

• 5+ years of experience in a medical office, preferably in outpatient or mental health care settings and 1 + year of managing a medical office

• Strong organizational and multitasking skills with attention to detail.

• Excellent communication and interpersonal skills, with a professional and empathetic demeanor.

• Proficiency with EHR systems and comfort using technology-enabled workflows.

• Demonstrated ability to balance patient care responsibilities with site-level administrative oversight.

Preferred Qualifications

• Experience supporting multi-provider or multi-location clinic operations.

• Familiarity with behavioral health workflows and patient coordination.

Schedule

Full-time, Monday–Friday, 8:30 AM–5:00 PM, on-site at the Fremont clinic.

Company Mission & Vision

We are the brain health company of the future that integrates care delivery, technology innovation, and research breakthroughs to better understand brain biology and diagnose, treat, and ultimately cure brain disorders for all stages of life.

Who We Are

Salma Health is reimagining brain healthcare. We bring together advanced diagnostics, evidence-based treatments and continuous support under one connected system—so every person can receive the right care at the right moment.

Our multidisciplinary team of psychiatrists, neurologists, neuropsychiatrists, therapists and technologists work together to deliver personalized, compassionate care for people living with brain and mental health conditions. By combining cutting-edge science with human understanding, we’re creating a new model of care that replaces fragmentation with connection and uncertainty with clarity.

Headquartered in California, Salma Health is expanding access to innovative brain health care across the U.S., beginning with clinics in San Diego, Orange County, and clinics in the Bay Area and Los Angeles opening soon.

Compensation & Benefits

The compensation for this position includes:

• Hourly Wage: $28-$30 per hour, depending on experience and qualifications.

• Benefits: Medical, dental, vision, PTO, and additional benefits.

We reserve the right to modify benefit offerings at any time, in accordance with applicable laws.

Work Authorization

Sponsorship for employment authorization may be considered on a case-by-case basis depending on the role and candidate qualifications.

Equal Opportunity & Accessibility Statement

We are committed to providing a workplace that is inclusive, respectful, and free from discrimination. We welcome applicants of all backgrounds and make employment decisions without regard to race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, ancestry, citizenship, age, physical or mental disability, medical condition, genetic information, marital status, military or veteran status, or any other characteristic protected by California or federal law.

In accordance with the California Fair Chance Act , we will consider qualified applicants with arrest and conviction records.

If you require a reasonable accommodation during the application or hiring process, please contact us directly — we’re happy to help.