Medical Administrative Assistant - Psychiatry Experience Required

About the Role

We're seeking a detail-oriented Intake Specialist / Insurance Authorizations professional to join a compassionate, fast-paced psychiatric practice serving children, adolescents, and adults. This practice offers a full range of psychiatric care under one roof — including TMS therapy for treatment-resistant depression — and this role plays a key part in making sure patients get to treatment without unnecessary delays.

You'll be the first voice many patients hear, gathering the information needed to get them scheduled and authorized for care — with a strong focus on TMS insurance authorizations, one of the most detail-intensive parts of this practice's workflow.

What You'll Do

Patient Intake

• Speak directly with new and existing patients by phone to gather and accurately document demographic information, medical history, insurance details, reason for visit, and other required intake information prior to evaluation
• Prepare and set up patient charts prior to evaluations, ensuring all necessary information and documentation is complete and accurate

Insurance Authorizations & Verification

• Manage insurance authorizations and verification, including working within insurance portals and payer platforms
• Handle TMS-specific authorizations with close attention to payer requirements and documentation

Scheduling & Patient Communication

• Schedule new patient evaluations, follow-up appointments, and patient recall
• Manage a high volume of inbound and outbound calls (150–250 calls per day) with a professional, patient-focused approach

Administrative Support

• Collect copays and process patient payments
• Process prescription refill requests

Requirements

• Required Qualifications
• Minimum of 2 years of medical experience, preferably in psychiatry, behavioral health, or mental health
• Experience with TMS therapy is highly preferred, given this role's strong focus on TMS insurance authorizations
• Strong experience with insurance authorizations and verification, including working with insurance portals and payer platforms; TMS-specific authorization experience is highly preferred
• Comfortable managing a high volume of calls while staying professional and patient-focused
• Experience scheduling new patient evaluations, follow-up appointments, and patient recall
• Experience collecting copays and processing patient payments
• Experience processing prescription refill requests
• Excellent verbal and written English communication skills — clear, fluent English is a non-negotiable requirement for this role
  
• Software Requirements
• eClinicalWorks (eCW) experience required
• Proficient with Google Workspace (Gmail, Google Calendar, Google Docs, and related tools)

Benefits

Why This Role

You'll be a critical link between patients and the psychiatric care they need — especially for those pursuing TMS, where getting authorization right the first time can mean the difference between timely treatment and frustrating delays. It's meaningful, fast-paced work with real impact on patients' mental health journeys.