Medical Administrative Assistant

This is a remote position.

Our client is looking for a Clinical Operations Medical Assistant to support patients, prescribing providers, and the daily administrative operations of a growing psychiatric practice. They operate within the virtual mental health industry and have expanded their services across multiple U.S. markets while building a larger team of affirming behavioral health providers.

This role combines patient communication, healthcare administration, prior authorizations, insurance coordination, medication-related support, and provider assistance. The ideal candidate is organized, proactive, dependable, and comfortable managing several priorities independently in a remote environment.

The right professional will bring experience supporting U.S. healthcare workflows and a demonstrated commitment to respectful, inclusive, and LGBTQIA+-affirming patient care.

Responsibilities

• Manage patient communications through approved phone, messaging, and healthcare platforms.
  
• Coordinate patient appointments, scheduling changes, and follow-up activities.
  
• Assist patients with administrative questions related to forms, referrals, prescriptions, insurance, and appointments.
  
• Follow up on incomplete forms, missing documentation, referrals, and outstanding patient requests.
  
• Review patient charts to identify medication authorization requirements.
  
• Prepare, submit, monitor, and follow up on prior authorization requests.
  
• Coordinate with insurance companies regarding medication coverage, approvals, denials, and appeals.
  
• Communicate with pharmacies regarding prescriptions, refill requests, authorization requirements, and medication availability.
  
• Support prescribing providers with medication-related administrative workflows.
  
• Process verbal refill orders when permitted and properly authorized.
  
• Complete insurance eligibility and benefits verification.
  
• Assist with referral management and claims-related communication.
  
• Maintain accurate, confidential, and updated information within electronic health record systems.
  
• Organize tasks and priorities to ensure requests are completed within expected timelines.
  
• Maintain clear documentation of patient, pharmacy, provider, and insurance interactions.
  
• Follow HIPAA requirements and internal healthcare compliance procedures.
  
• Identify workflow gaps and contribute to the development or improvement of standard operating procedures.
  
• Learn and adopt new healthcare software platforms as the practice continues to grow.
  

Requirements

• At least 1 year of experience in healthcare administration, clinical operations, behavioral health, or a medical office environment.
  
• Ideally 2 or more years of relevant healthcare administrative experience.
  
• Hands-on experience managing prior authorizations with limited supervision.
  
• Experience handling confidential patient information and following HIPAA requirements.
  
• Familiarity with U.S. healthcare insurance, pharmacy, and medication approval workflows.
  
• Experience using electronic health record or electronic medical record systems.
  
• Excellent written and verbal English communication skills.
  
• Strong patient service and professional communication abilities.
  
• Excellent organization, prioritization, and time-management skills.
  
• Ability to work independently with minimal supervision.
  
• Ability to manage several patient and provider requests simultaneously.
  
• Demonstrated experience supporting LGBTQIA+ patients or communities.
  
• Commitment to inclusive, affirming, and patient-centered care.
  
• Proficiency with Google Workspace, Microsoft Office, or similar productivity tools.
  
• Ability to learn new technology and healthcare platforms quickly.
  
• Availability to work during U.S. Eastern Time business hours.
  
• Reliable high-speed internet and a professional remote workspace.
  
• A dependable backup plan for power or internet disruptions.
  
• Ability to use the client’s approved VPN when accessing U.S.-based systems.
  
• Ability to maintain reliable overlap with provider, patient, pharmacy, and insurance company schedules.
  

Qualifications

• Degree, certification, or formal training in nursing, medical assisting, or another healthcare field.
  
• Experience supporting psychiatric, behavioral health, telehealth, primary care, or specialty medical providers.
  
• Familiarity with psychiatric medication terminology and medication-management processes.
  
• Experience supporting physicians, nurse practitioners, or other prescribing providers.
  
• Experience reviewing clinical documentation for prior authorization submissions.
  
• Experience handling insurance denials, appeals, and follow-up.
  
• Knowledge of gender-affirming care and LGBTQIA+ healthcare needs.
  
• Experience with insurance verification, referrals, claims communication, or healthcare compliance.
  
• Experience using Tebra, IntakeQ, Spruce, CoverMyMeds, or comparable platforms.
  
• Medical office management experience.
  
• Experience creating SOPs or improving administrative workflows.
  
• Project coordination or healthcare operations management experience.
  

Benefits