Front Office Admin / Medical Admin Assistant

Aster Mental Health

Braintree (MA)

On-site

USD 28,000 - 39,000

Full time

5 days ago

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Benefits offered by this job

Competitive hourly pay

401(k)

Health insurance

Paid time off & Paid Sick Time

Vision insurance

Job summary

Aster Mental Health in Braintree, MA is seeking a Front Office Admin / Medical Admin Assistant to manage scheduling, patient communications, and records. The role includes cross-training to assist Interventional Psychiatry tasks such as TMS and Spravato, with training provided.

You will work in a private practice setting, ensuring HIPAA compliance and delivering high-quality patient service in a fast-paced environment.

Qualifications

Degree preferred, but not required.
At least two years of medical reception & administrative experience ideal.
Tech-savvy with good computer system understanding.

Responsibilities

Schedule patient appointments and optimize availability.
Serve as primary liaison between patients and providers using EHR.
Maintain patient records, documents, forms and communications.
Support TMS and Spravato procedures with training provided.
Ensure HIPAA privacy and professional handling of information.

Skills

Medical receptionist

Administrative support

HIPAA compliance

EHR proficiency

Phone etiquette

Attention to detail

Bilingual English

Education

Medical assistant certification

High school diploma

Tools

Google Chrome

MS Word

MS Excel

Job description

Front Office Admin / Medical Admin Assistant

Braintree, Massachusetts, United States

Aug 24, 2026

Job Overview:

The Front Office Admin / Medical Administrative Assistant will be a dual-functionality position, responsible for managing patient scheduling, acting as a liaison between patients and providers, performing various administrative tasks to support operations and be cross trained as an Interventional Psychiatry Technician to support our growing clinical needs. This could be as much as 25% of the job duties after the first 3 months of administrative needs and training to understand our systems.

Key Responsibilities:

Manage patient scheduling, optimize appointment availability, and ensure a smooth intake process
Serve as the primary communication point between patients and providers, ensuring timely and clear responses
Handle administrative tasks related to patient records, documents, forms and other communications
Maintain a clean and organized office environment
Effectively prioritize and manage multiple tasks based on urgency
Work with electronic health records (EHR) to manage patient data
De-escalate patient conflicts and handle difficult situations with professionalism
Perform general office duties such as copying, filing, faxing, sorting mail, greeting visitors, and maintaining the office’s cleanliness
Ensure patient confidentiality in compliance with HIPAA guidelines
Cross-train to support specialized treatments, including Transcranial Magnetic Stimulation (TMS) and Spravato (training provided)
Administer and monitor Transcranial Magnetic Stimulation (TMS) treatments to patients (training provided)
Monitor patients undertaking Spravato (Esketamine) treatment during administration and post-administration
Work with staff and insurance companies as needed to finalize patient paperwork, including Prior Authorizations, prior to treatment
Manage administrative tasks related to treatment (e.g., scheduling, entering authorizations, etc.)
Respond to incoming patient inquiries related to interventional psychiatry
Build relationships with patients during their treatment sessions
Coordinate patient care with their in-house treatment team
Reach out to potential referral sources (therapists, physicians, etc) in the local community to promote our medication management, therapy, TMS, and Esketamine treatment availability

Required Skills:

Strong critical thinking and problem-solving abilities

Exceptional attention to detail and accuracy in all tasks

Excellent organizational and multitasking skills

Ability to manage stressful situations calmly and professionally

Ability to recognize and appropriately escalte patient matters

Proficiency with Google Chrome, MS Word, MS Excel, and typing

Successful completion of a medical assistant program preferred

Basic Life Support Certification preferred

One year of related previous work experience in a psychiatric setting is preferred

Ability to effectively and fluently speak, read, and write English

Excellent customer service skills and ability to communicate in a courteous, pleasant and professional manner

Organizational skills to set priorities and efficiently complete assigned work

Ability to accurately interpret and utilize basic medical terminology and abbreviations

Ability to work independently and to make decisions based on department polices and established procedures

Characteristics of an ideal candidate:

Medical assistant experienceof at least 1 year preferred

Experience administering TMS and/or Spravato to patients preferred

Displays a "patient first" mentality

Self-starter and self-manager

Exemplifies strong work ethic and operates with highest level of integrity in and outside of the office

Interacts professionally and courteously with all patients, staff, and doctors

Detail oriented

Physically able to stand on feet for many hours at a time

Excels at multi-tasking and managing priorities with conflicting demands

Qualifications:

Degree preferred, but not required

At least two years of medical reception & administrative medical experience is ideal

Comfortable using technology, including troubleshooting issues with Google Chrome, MS Office, and typing, with a strong understanding of computer systems and software

Driver’s license and reliable transportation for occasional coverage of our other office.

Ability to be based out of Peabody, MA and travel to Braintree, MA when needed for vacations or other urgent coverage

Pay & Benefits:

Competitive Hourly Pay
401(k)
401(k) matching
Health insurance
Excellent Paid time off & Paid Sick Time
Vision insurance

Work setting:

In-person

Private practice**_Ability to commute: Daily onsite Travel to Braintree, MA Peabody, MA on occasion to cover vacation needs, etc Braintree, MA_**

Aster Mental Health

Growing mental health private practice offering medication management, therapy, and interventional psychiatry treatments

Aster Mental Health revolutionizes outpatient mental healthcare in Massachusetts, focusing on meaningful patient outcomes through personalized treatment options led by a compassionate female physician.

Hospitals and Health Care

Company size 11–50 employees

Company type Privately held Founded 2020

Team growth

Momentum

Team growth

7% in 12 mo

16 employees on LinkedIn

Employee experience

What it’s like inside

2.9

3 reviews