Medical Office Assistant

Key Responsibilities

• 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.
• Aid providers with patient rooming, obtaining vitals, and other basic medical assistant (MA) tasks as needed.
• Cover scheduling, billing, and prior authorizations for virtual assistants and central support teams.
• 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

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

• 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. 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.

About the Role

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.

Benefits

Benefits: Medical, dental, vision, PTO, and additional benefits. We reserve the right to modify benefit offerings at any time, in accordance with applicable laws.

Pay

Base Salary: $26-$28 per hour, depending on experience and qualifications.