Medical Administrative Assistant

Job Status: Full-time, Non-Exempt

Compensation: $20-$22/hr

About Westminster Rescue Mission

Westminster Rescue Mission (WRM) is a nonprofit, faith-based organization dedicated to supporting individuals and families in recovery. Our programs integrate practical services with a spiritually informed approach that emphasizes hope, compassion, accountability, and personal growth. While staff come from a variety of backgrounds, all team members must be comfortable working in an environment where prayer, spiritual reflection, and Christian principles may be part of program culture and resident experience. Our focus is on providing dignified, person-centered care that supports long-term healing and stability.

Summary: The Medical Administrative Assistant is a key administrative staff member responsible for ensuring smooth daily operations of the Addiction Healing Center. This role involves greeting and checking in patients, including coordinating virtual patient appointments and communication. Managing insurance verifications and pre-authorizations, uploading critical documentation into the electronic health record (EHR) system, and assisting with Medicaid applications and general administrative support.

Role and Responsibilities

• Answers incoming calls and complete phone screening and collecting initial basic demographic information
• Coordinate virtual patient appointments and communication
• Collaborate with the Practice Manager and CHO to determine if patient is appropriate for WRM services
• Assist patients with setting up EHR portal and completing intake forms
• Obtain medical records from referring providers as needed
• Serve as the first point of contact for patients and visitors
• Check patients in and out; verify demographics and insurance
• Collect patient co-pays at check-in or prior to scheduled virtual appointments
• Assist with the process of rapid UA collection for patients as needed
• Schedule and confirm appointments, follow-ups, and referrals
• Collaborate with the clinicians and providers to respond to any patient inquiries
• Answer multi-line phones, route messages appropriately in a timely manner
• Ensure all authorizations are submitted promptly and accurately, adhering to CMS guidelines
• Utilize appropriate CPT codes to submit authorizations, ensuring alignment with the type and scope of care patients are receiving
• Prepare, coordinate, and distribute weekly reports detailing all submitted authorizations
• Troubleshoot and resolve any conflicting or overlapping authorizations
• Verify that patient insurance information is active and up to date to support the authorization process
• Maintain thorough records of authorizations, including assigning them to the EMR and updating the authorization record sheet as needed
• Discuss service costs, insurance coverage, and payment options with patients
• Prepare patient statements of charges
• Answer patient calls, emails and questions, including finding insurance estimates
• Support the downloading and organization of e-charts and attachments from legacy EHR systems (Azzly and potentially AdvancedMD) to prepare for contract termination
• Provide administrative support to clinicians and providers
• Complete prior authorizations for medications as needed
• Attend weekly clinical team meetings to support communication and alignment across client services
• Assist with enrolling clients in Medicaid as needed
• Provide administrative support to Practice Manager
• Serve as backup for front desk when needed
• Assist with other duties as assigned

Required Qualifications

• 2 years of experience in a medical office or front desk setting
• Familiarity with insurance verification and prior authorization processes
• Proficiency in EHR systems (e.g., EHR Your Way, or similar)
• Excellent customer service, communication, and multitasking skills
• High school diploma or equivalent required

Preferred Qualifications

• Experience assisting with Medicaid enrollment or patient eligibility verification
• Knowledge of substance use treatment or behavioral health care environments
• Strong knowledge of medical billing procedures, insurance reconciliation, and electronic health records (EHR) systems
• Proficiency in Microsoft Office Suite
• Strong organizational, communication, and interpersonal skills

Benefits:

• Health Insurance (ICHRA model with company contribution)
• Vision, Dental, Life Insurance
• PTO
• Sick Days
• 9 paid holidays
• EAP
• Retirement Plan – 2% employer contribution, no match required (Merrill Lynch SIMPLE IRA)

WRM is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Medical administrative support: 2 years (Required)
• medical insurance verification: 2 years (Required)
• Medical billing: 1 year (Preferred)

Work Location: In person

Salary : $20 - $22