Medical Administrative Assistant

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 Full-time role 100% remote position Opportunity to work in an inclusive, mission-driven mental health setting Exposure to modern digital health platforms and patient communication tools Collaborative, supportive work culture with space to grow professionally