Medical Administrative Assistant

At Aster Mental Health, we provide compassionate and comprehensive outpatient mental health care. As we continue to grow, we are seeking an experienced, energetic, organized, and driven Medical Administrative Assistant to join our dynamic team. If you are someone who thrives in a fast-paced environment and is passionate about making a difference in the lives of others, we encourage you to apply! Our office is a comfortable, clean, and inviting space where both staff and patients can feel at ease.

Job Overview:
The Medical Administrative Assistant will be responsible for managing patient scheduling, acting as a liaison between patients and providers, and performing various administrative tasks to support efficient office operations. This role is ideal for someone who is detail-oriented, organized, and capable of managing multiple tasks in a fast-paced environment.

Key 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).

• 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.
• Excellent communication and interpersonal skills.

• Associate's degree required; Bachelor’s preferred.
• At least two years of medical reception 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 errands.