Front Office Admin / Medical Admin Assistant

About the Role

This is a dual-functionality position responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations, and being cross-trained as an Interventional Psychiatry Technician to support growing clinical needs. This could be as much as 25% of the job duties after the first 3 months of administrative needs and training to understand our systems.

Responsibilities

• Manage patient scheduling, optimize appointment availability, and ensure a smooth intake process
• Serve as the primary communication point between patients and providers, ensuring timely and clear responses
• Handle administrative tasks related to patient records, documents, forms and other communications
• Maintain a clean and organized office environment
• Effectively prioritize and manage multiple tasks based on urgency
• Work with electronic health records (EHR) to manage patient data
• De-escalate patient conflicts and handle difficult situations with professionalism
• Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office's cleanliness
• Ensure patient confidentiality in compliance with HIPAA guidelines
• Cross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided)
• Administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided)
• Monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administration
• Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment
• Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)
• Respond to incoming patient inquiries related to interventional psychiatry
• Build relationships with patients during their treatment sessions
• Coordinate patient care with their in-house treatment team
• Reach out to potential referral sources (therapists, physicians, etc.) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability

Qualifications

• Degree preferred, but not required
• At least two years of medical reception & administrative medical experience is ideal
• Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software
• Driver's license and reliable transportation for occasional coverage of our other office
• Ability to be based out of Peabody, MA and travel to Braintree, MA when needed for vacations or other urgent coverage

Required Skills

• Strong critical thinking and problem-solving abilities
• Exceptional attention to detail and accuracy in all tasks
• Excellent organizational and multitasking skills
• Ability to manage stressful situations calmly and professionally
• Ability to recognize and appropriately escalate patient matters
• Proficiency with Google Chrome, MS Word, MS Excel, and typing
• Successful completion of a medical assistant program preferred
• Basic Life Support Certification preferred
• One year of related previous work experience in a psychiatric setting is preferred
• Ability to effectively and fluently speak, read, and write English
• Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner
• Organizational skills to set priorities and efficiently complete assigned work
• Ability to accurately interpret and utilize basic medical terminology and abbreviations
• Ability to work independently and to make decisions based on department policies and established procedures

Ideal Candidate Characteristics

• Medical assistant experience of at least 1 year preferred
• Experience administering TMS and/or Spravato to patients preferred
• Displays a "patient first" mentality
• Self-starter and self-manager
• Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office
• Interacts professionally and courteously with all patients, staff, and doctors
• Detail oriented
• Physically able to stand on feet for many hours at a time
• Excels at multi-tasking and managing priorities with conflicting demands

Pay & Benefits

• Competitive Hourly Pay
• 401(k)
• 401(k) matching
• Dental insurance
• M-F schedule
• Health insurance
• Excellent Paid time off & Paid Sick Time
• Professional development assistance
• Vision insurance

Work Setting

• In-person
• Outpatient
• Private practice

Location

Daily onsite in Peabody, MA. Travel to Braintree, MA on occasion to cover vacation needs, etc.