Medical Assistant / Front Office Coordinator - Novato, CA Whole Mind Novato, CA Job Details Full-time $22 - $28 an hour 3 hours ago Benefits Paid training Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Customer communication Teamwork Interpersonal skills In-person customer service High school diploma or GED Attention to detail Organizational skills Full Job Description About Whole Mind At Whole Mind, we believe exceptional mental healthcare begins with compassionate people committed to improving the lives of others. We provide evidence-based psychiatric care, including medication management, Transcranial Magnetic Stimulation (TMS), Spravato® (esketamine), ADHD evaluations, and other innovative behavioral health treatments. We are seeking a dependable, compassionate, and highly organized Medical Assistant / Front Office Coordinator to join our Novato clinic. This is a hands-on role for someone who enjoys working directly with patients while supporting both clinical care and front office operations. Every interaction matters. Our goal is for each patient to feel understood, helped, and reassured throughout their experience with Whole Mind. Position Summary The Medical Assistant / Front Office Coordinator serves in a dual clinical and administrative role supporting patients, providers, and day-to-day clinic operations. This position combines hands-on patient support with front office responsibilities such as scheduling, patient communication, insurance verification, and maintaining an organized and welcoming clinic environment. Clinical Responsibilities Prepare patients for appointments and treatments. Obtain and accurately document vital signs and other required patient information. Assist psychiatric providers with patient care as appropriate. Support patients receiving TMS treatments and complete required treatment documentation. Support patients receiving Spravato® treatment , including required monitoring and documentation in accordance with REMS requirements, provider direction, and Whole Mind protocols. Prepare and maintain treatment rooms, clinical supplies, and equipment. Accurately document appropriate information within the electronic health record. Follow applicable HIPAA, OSHA, infection-control, patient-safety, and organizational requirements. Front Office & Administrative Responsibilities Welcome and check in patients with professionalism, warmth, and compassion. Schedule new and established patient appointments and help maintain provider schedules. Answer incoming calls and assist with patient questions and needs. Verify insurance eligibility and collect applicable patient financial responsibility. Assist patients with registration, electronic forms, and the MYIO patient portal. Maintain accurate patient demographic and insurance information. Coordinate referrals and requests for outside medical records. Document patient communications accurately in the electronic health record. Monitor assigned tasks and work queues and follow through to completion. Collaborate with providers and Whole Mind's scheduling, billing, prior authorization, and leadership teams. Help identify opportunities to improve workflows and the patient experience. Perform additional duties as needed to support clinic operations. Qualifications Required High school diploma or equivalent. Strong customer service and interpersonal skills. Excellent organization and attention to detail. Strong verbal and written communication skills. Ability to manage multiple priorities in a healthcare environment. Comfort using computers and electronic health record systems. Dependable attendance and follow-through. Preferred Medical Assistant certification or equivalent healthcare experience. Experience in psychiatry, behavioral health, neurology, or another outpatient healthcare setting. Experience supporting TMS and/or Spravato® treatments. Experience with patient scheduling, insurance verification, and front office operations. Experience with Valant or AdvancedMD. Physical Requirements Ability to stand and walk for periods throughout the workday. Ability to occasionally lift up to 25 pounds. Ability to safely assist patients when necessary. Why Join Whole Mind? At Whole Mind, every team member contributes to the experience and quality of care we provide our patients.

We offer:

$22.00-$28.00 per hour, based on experience and qualifications Medical, dental, and vision insurance for eligible employees 401(k) with company matching for eligible employees Paid time off Training and professional development A collaborative behavioral health environment Experience with innovative treatments, including TMS and Spravato® Meaningful work supporting patients and families in their mental health journey Whole Mind is a growing, multi-location behavioral health organization dedicated to improving access to compassionate, evidence-based psychiatric care. Our mission is to provide Whole Care for the Whole Mind while ensuring our patients feel understood, helped, and reassured.

Pay:

$22.00 - $28.00 per hour

Benefits:

Dental insurance Health insurance Vision insurance Application Question(s): Please describe your experience with both Medical Assistant duties and front office responsibilities such as answering phones, scheduling, checking in patients, and insurance verification. Do you have any experience working in psychiatry, behavioral health, TMS, or Spravato? If so, please briefly describe it. What experience do you have obtaining and documenting patient vital signs? This position combines direct patient care with front office responsibilities. Are you comfortable regularly performing both sides of the role?

Experience:

MA or CMA:

3 years (Preferred) Ability to

Commute:

Novato, CA 94945 (Required)

Work Location:

In person