Administrative Assistant

Neuropsychology & Concussion Management Associates, LLC (NCMA) Job Details: Part-Time | Non-Exempt

Primary Location: In-Office at Rochester, NH (Supporting Rochester, NH, Auburn, ME, & Rockport, ME offices)

Reports To: Director of Administrative Operations

Job Summary

Neuropsychology & Concussion Management Associates (NCMA) is a growing healthcare practice seeking an extremely reliable, organized, and compassionate Part-Time Administrative Assistant to join our team.

Based in-office at our Rochester, NH location, this role serves as the primary operational backbone of the practice by providing front-office care locally while also managing clinical, scheduling, and financial support remotely across our Auburn, ME and Rockport, ME practice sites. This position requires compassion, patience, and professionalism, as you will interact regularly with individuals navigating complex mental health and cognitive challenges.

Schedule & Hours

• Target Hours: Ideally around 20 hours per week. Due to our growing practice there is a potential for additional hours in the future and/or for the right candidate.
• Flexibility: Schedule flexibility available for the right candidate.
• Additional Coverage: Opportunity/ability to provide additional cover hours as needed is a strong plus.

Core Responsibilities

1. Patient Navigation & Scheduling

• Front-Line Support: Greet patients, handle check-in/check-out, answer multi-line phones, and respond to communications with empathy and clarity.
• Calendar & Referral Management: Coordinate complex provider schedules, manage incoming/outgoing referrals, and track referral progress.
• Portal & Records Access: Assist patients with the InSync portal, verify demographics, scan insurance cards, collect copays, and document all interactions for continuity of care.

2. Clinical Support & Data Stewardship

• Schedule Audits: Conduct weekly schedule audits to prepare compliance forms, folders, and documents before patient visits.
• Records Handling: Manage record requests, complex fax distributions, and high-quality scanning while adhering strictly to HIPAA guidelines and maintaining original document destruction rules.

3. Financial & Revenue Operations

• Revenue Integrity: Perform daily/monthly revenue reconciliation, support billing and invoicing, and manage accounts receivable/aging reports.

Key Qualifications & Attributes

• Experience: Medical/clinical office background preferred; familiar with EHR systems and Microsoft 365.
• Work Style: Exceptionally detail-oriented, organized, reliable, and capable of multi-tasking independently within a collaborative team.
• Trustworthiness: High level of discretion handling sensitive financial data and protected health information (PHI).

Pay: From $21.00 per hour

Benefits:

• Flexible schedule

Education:

• High school or equivalent (Required)

Experience:

• Medical office: 1 year (Preferred)
• Administrative Assistants & Receptionists: 1 year (Required)

Work Location: In person

Salary : $21