Medical Office Assistant

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.

Responsibilities

Welcome patients and serve as the first point of contact at the clinic; 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; 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

Requirements

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

Nice to have

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

Benefits

Medical; dental; vision; PTO; additional benefits