Administrative Medical Assistant

Job Title:

Administrative Medical Assistant

Department:

Medical Services

Reports to:

Supervisor – Program Operations

FLSA:

Non-Exempt

Division

Behavioral Health Services

Location

Office

Business Unit

Behavioral Health Services

Grade level

6

Children’s Center of Wayne County (TCC) The Children’s Center, founded in 1929, provides evidence-based clinical therapy to children who deal with mental, behavioral, emotional, intellectual, and developmental health and educational challenges or may have experienced trauma.

School + Community-Based Partnerships: We partner with K-12 schools and community organizations that serve children to provide clinical therapy, counseling, psychological services, and psychiatric evaluations, treatment & interventions.

Child Welfare: In addition to the clinical therapy programs offered, The Children’s Center places children in licensed foster homes, and supports them throughout their time in the child welfare system.

Child Well-being + Family Success: We operate an onsite family success center that promotes child-wellbeing and offers children and youth from all walks of life to access relevant mental health crisis prevention and child abuse and neglect prevention services.

Advocacy: We champion child and youth well-being for those experiencing poverty-related issues, those within the child welfare system, and those in need of evidence-based, clinical therapy.

TCC’s mission is to help children and families shape their own futures. If as many children as possible, and their families can easily access comprehensive, evidence-based, clinical therapy that is integrated into and supports their everyday lives then, children will experience an improved quality of life where they have a true sense of agency and empowerment in their lives.

• We embrace and demonstrate a set of Core Values as the foundation of our culture. They define how we do what we do, and what we value in our work with each other and our community. Daily demonstration of these values, in mindset and behavior, is required to be successful as a TCC team member.
• Dedicated-We are devoted, dedicated and always willing to pitch to accomplish our mission.
• Passionate-We are passionate about what we do and helping the people we serve.
• Accountable-We do what we say and accomplish all aspects of our responsibilities.
• Can Do Attitude- We approach our responsibilities with a positive attitude.
• Respectful- We always treat co-workers, donors, children and families with the utmost respect, courtesy, and patience.

Job Summary

The Administrative Medical Assistant in the Medical Services Department reports directly to the Program Operations Supervisor. This person plays a key dual-function role, supporting our Psychiatric department to ensure efficient service delivery and positive client experience. This position acts as a liaison between psychiatric providers, support staff, clients, and community partners to facilitate coordinated care and readiness for services.

This role combines traditional front and back office medical assisting tasks—such as taking vitals, assisting with lab procedures, supporting coordination of care, and maintaining clinical spaces, with administrative responsibilities like referral management, appointment scheduling, documentation, and client communications. The ideal candidate will play a vital role in supporting our medical staff by providing excellent patient care and ensuring the smooth operation of our department.

We are seeking a compassionate, detail-oriented, and highly organized individual who thrives in a fast-paced behavioral health environment and is committed to supporting the mental health and well-being of children and families. Strong communication skills, attention to detail, clinical awareness, and the ability to multitask effectively are essential for success in this position.

Job Requirements

• High school graduate or equivalent. Some college coursework is preferred.
• Completion of a Medical Assistant Certification Program
• Strong interpersonal skills to communicate effectively with patients and healthcare professionals.
• Detail-oriented with excellent organizational skills to manage multiple tasks efficiently.
• Knowledge of anatomy and medical terminology relevant to various specialties.
• Proficient in medication administration and an understanding of pharmacology.
• Maintain professional standards while conducting agency business.
• Ability to demonstrate basic computer skills related to Windows navigation, Microsoft Office, electronic medical records, and general office equipment.
• 2 years customer service experience in a client facing CMH/healthcare position.
• Must be comfortable being the main point of contact, face to face and over the phone in a fast-paced office setting.
• Ability to receive and exchange information accurately and effectively when communicating with others.

Essential Functions

• Greet clients and visitors with professionalism and sensitivity to diverse populations and mental health needs.
• Perform basic clinical procedures, including obtaining vital signs
• Prepare and administer medications (as permitted by certification and under provider direction).
• Manage provider schedules to ensure that all clients receive timely services
• Support the onboarding and oversight of Medical Assistant Interns in coordination with Program Operations Supervisor
• Answer incoming calls, retrieve voicemails, and return calls within 24 hours of receipt.
• Schedule, confirm, and reschedule appointments for psychiatric providers in a timely and client-friendly manner.
• Manage shared departmental email inboxes and other communications with acknowledgement of receipt in a timely manner.
• Conduct reminder phone calls to families and arrange transportation and interpreters when needed.
• Assist with general office operations, including making copies, filing, scanning, uploading documents into EHR, and maintaining supplies and materials.
• Manage an internal scheduling queue for referrals.
• Run daily authorization reports and make scheduling adjustments as needed
• Prepare documentation and assist with patient forms, letters, or compliance paperwork.
• Maintain exam room cleanliness and equipment organization in compliance with OSHA standards.
• Manage medical inventory, including ordering and stocking clinical supplies.
• Facilitate phlebotomy, specimen collection, or EKGs if applicable to client care and within scope of practice.
• Process any lab results, ensuring they are uploaded to charts in a timely manner.
• Ensure proper documentation in client health records, maintaining confidentiality and accuracy to prevent service delay and/or disturbance.
• Educate patients on treatment plans, medications, and follow-up care as needed., and in collaboration with the prescriber
• Process prior authorizations and coordinate with pharmacies for prescription-related needs.
• Support prescription refill request per protocol, ensuring accuracy and timeliness.
• Track and follow up on lab orders, imaging referrals, and other clinical coordination requests.
• Assist prescribers during client appointments by preparing rooms, gathering supplies, witnessing consents and documenting clinical notes as directed.
• Ability to work effectively with children and families in crisis situations.

Key Performance Indicators

• No more than 1 customer service complaint resulting in corrective action annually
• 95% accuracy with phlebotomy procedures annually
• 95% accuracy with retrieving client lab results prior to next scheduled appointment annually
• 100% of clients in the scheduling queue have been contacted within 3 business days
• 98% of clients assigned to the program Reporting Unit are actively engaged in services
• 100% of reminder calls are completed daily as needed
• 100% of pre-authorizations are reconciled within 1 business day
• Maintain a rate of less than 5% of client appointments that are canceled or unable to proceed due to incomplete prior authorizations."

Additional Functions:

• Maintain up-to-date knowledge of agency policies, HIPAA regulations, and clinical protocols.
• Participate in department meetings, trainings, and quality improvement initiatives.
• Escalate concerns to the Clinical Operations Supervisor or appropriate leadership when clinical or operational issues arise.
• Attend supervision with the Clinical Operations Supervisor at least biweekly.
• Attend mandatory agency trainings each calendar year and attend additional trainings as needed for professional development.
• Contribute to a positive workplace culture that demonstrates evidence of high accountability, inclusivity, and collaboration.
• Demonstrate a commitment to anti-racist practices, diversity, equity, and inclusion in the workplace.

Physical Requirements

• Ability to sit, stand, bend, and lift up to 15 lbs.
• Ability to walk frequently, each day, around the agency campus.

Robust Health Care and Benefit Package including:

• Medical
• Vision and Dental Plan sponsored 100% by The Children’s Center
• Matching 3% 403(b) retirement plan after one year, fully vested after two years of employment
• 80 hours of paid time off after 90 days, 120 hours of paid time off your first year, 160 hours your 2nd, 3rd and 4th year, 200 hours every year beginning your 5th year
• Accrued Paid Sick Time
• 11 paid holidays
• Life Insurance (Employer-Provided)
• Long Term Disability sponsored 100% by The Children’s Center
• Longevity Pay
• Health Savings Account
• Dependent Care Account
• Tuition reimbursement
• Employee Assistance

Voluntary Benefits

• Critical Illness
• Accident
• Voluntary Life, voluntary spouse and dependent life
• Pet Insurance
• Legal Shield (prepaid legal services)

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.