Medical Office Assistant

Job Description

Job Description

The Medical Office Assistant 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.

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

• 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.

Required Qualifications

• 2+ years of experience in a medical office, preferably in outpatient or mental health care settings.

• 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

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

• 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 La Jolla 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

At Salma Health, we are transforming the mental and neurological brain healthcare paradigm from a disjointed, one-size-fits-all approach to a comprehensive, end-to-end brain healthcare system featuring advanced diagnostics, evidence-based rapid-acting interventions, and care coordination under one roof.

Through a streamlined system of continuous monitoring and support, Salma Health’s system will deliver much-needed improved outcomes for conditions such as major depressive disorder, PTSD, bipolar disorder, and other conditions with imminent risk, as well as neurodegenerative disorders.

Compensation & Benefits

The compensation for this position includes:

• Base Salary: $26-$28 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.