Medical Assistant

Job Title: Medical Assistant

Reports to: Practice Manager

Department: Geriatric Psychiatry

Location: Snellville, Georgia

Position Type: Full-Time

Company Summary

Our geriatric psychiatry practice is dedicated to elevating the mental, emotional, and cognitive well-being of older adults. We clinically integrate behavioral health, cognitive assessment, and advanced treatment modalities - including Transcranial Magnetic Stimulation (TMS) and Creyos cognitive testing - to keep our patients well physically, mentally, and emotionally. We partner with primary care providers, senior living communities, hospitals, and families to deliver coordinated, compassionate care to patients living with dementia, depression, anxiety, and other psychiatric conditions.

Unlike your typical healthcare setting, our practice is designed to innovate around the needs of older adults. We reimagine geriatric psychiatric care and are not afraid to disrupt outdated models. We try to avoid any micro-management of employees but rather embrace a core set of values that empower our team-members to make smart decisions:

Our values

• Patients before Profits
• Empathy before Expedience
• Progress before Stagnation
• Team before Individual
• Safety before Everything

At our practice, you'll be part of a team of caring and innovative professionals who are forging a new path in geriatric behavioral health - one that is patient-centered, family-inclusive, and highly coordinated. We serve older adults with the kindness, dignity, and clinical excellence they deserve, and we excel in delighting patients, caregivers, and referring providers alike.

Company benefits

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• Generous PTO, paid parental leave, company holidays
• Continuing education support (CMA/RMA/CCMA renewal, BLS, TMS, Creyos training)
• Flexible schedule and work/life balance

The Medical Assistant is a member of a team focused on providing excellent and comprehensive Geriatric Psychiatry care for a specific population of older adult patients, including those living with cognitive impairment, dementia, depression, anxiety, and other behavioral health conditions.

Key Performance Outcomes

• 100% consent forms collected from the patient and/or authorized caregiver
• 100% of copays and outstanding balances collected prior to appointment, combined with front office
• 100% timely follow-up on all new-patient referrals until scheduled or otherwise resolved
• 80% reappointment rate, new patients
• 60% reappointment rate, existing patients (weighted for prior rescheduling)
• 100% follow-up on labs, outside records, referrals, and prescriptions
• 100% documentation of Creyos cognitive testing sessions available for provider review
• 100% TMS prior authorizations tracked with accurate approval and expiration dates
• Present with a polished professional appearance and the ability to demonstrate kindness, compassion, patience, energy, and a patient-first focus with older adults and their families

Key Responsibilities

• Prepare patients for appointments, obtain vital signs, update medications, allergies, and medical history, and perform medication reconciliation utilizing the practice's EHR.
• Facilitate in-office and telehealth consultations by pre-visit chart review, ensuring all equipment is operable prior to the appointment, orienting patients and caregivers to the technology, and facilitating communication between provider and patient as needed.
• Prepare patients for examinations and set up referrals for routine screening tests; assist providers with exams; explain procedures and provider instructions to patients and caregivers in a clear, gentle, dementia-friendly manner.
• Coordinate and assist with Creyos cognitive testing as ordered by the provider - schedule testing, prepare the patient and equipment, guide older adults through the testing process, and ensure completed testing is documented for provider review. (Does not interpret results.)
• Assist with coordination of the Transcranial Magnetic Stimulation (TMS) program - schedule consultations, mapping, treatment sessions, and follow-up appointments; verify insurance; obtain prior authorizations; gather medication trials and clinical documentation; track authorization status.
• Assist with TMS treatment sessions after required training and demonstrated competency; follow established treatment protocols and provider orders; monitor patients for adverse reactions and escalate concerns to the provider immediately.
• Monitor incoming referrals and promptly contact referred patients to schedule new-patient appointments; follow up until the patient is scheduled, declines services, or the referral is otherwise resolved.
• Contact no-show and canceled patients to reschedule and follow up with established patients who are overdue for appointments.
• Work directly with providers and the care team to ensure all patients have care plans and follow-up appointments lined out by the provider, including coordination with assisted living, independent living, memory care, and skilled nursing facilities.
• Organize and manage inbound and outbound communications - calls, portal messages, chats, faxes, and emails as assigned - and process medication refill requests according to office policy.
• Assist with prior authorizations for medications, testing, TMS, and other services; obtain outside medical records, labs, imaging, and hospital discharge summaries requested by the provider.
• Offer guidance to new and existing patients and their caregivers, educating them on the practice's services and clearly guiding families on how to utilize appointments, testing, and TMS treatment; assist patients in understanding and navigating their health insurance so they maximize available benefits.
• Process patient phone messages, online messages, follow-up calls, and route them to other team members as appropriate; call/secure-message patients and caregivers to obtain and relay pertinent information for the provider.
• Coordinate transitions of care (hospitalization, rehab, ER visits, home health, hospice) to ensure continuity of care for medically complex older adults.
• Follow HIPAA, OSHA, infection-control, and patient-safety requirements at all times; maintain examination rooms, TMS equipment, and clinical supplies.
• Conduct business in a service-oriented manner that is attentive, cooperative, sensitive, respectful, and kind when dealing with patients, family members, caregivers, visitors, referring offices, the public, and all colleagues.

Physical Requirements

• Prolonged periods of sitting and computer use
• Standing and walking throughout the office
• Occasional lifting or moving of office or clinical supplies (up to ~25 lbs)
• TMS responsibilities may require standing for periods of time and positioning or adjusting equipment during treatment
• Ability to communicate clearly by phone, in person, and in writing

Scope of Role

The Medical Assistant works under the direction of the Practice Manager and licensed healthcare providers. The employee does not independently diagnose, prescribe, modify treatment plans, interpret Creyos or other cognitive test results, determine TMS treatment parameters, or provide medical advice outside their authorized scope. Clinical concerns and any situations requiring medical judgment must be escalated to the appropriate licensed provider.

Equal Opportunity Statement

Ascend Medical is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, age, or any other protected characteristic.

Requirements

Required Qualifications

• High school diploma or equivalent
• Medical Assistant education, training, or relevant medical-office experience
• Strong organizational, multitasking, and follow-through skills
• Excellent verbal and written communication skills; comfortable communicating with older adults, caregivers, and family members
• Basic computer proficiency and ability to learn EHR, cognitive testing, and TMS systems
• Ability to maintain HIPAA confidentiality
• Willingness and ability to complete required Creyos and TMS training and demonstrate competency

Preferred Qualifications

• CMA, RMA, CCMA, or equivalent certification (AAMA, AMT, NHA, or NCCT accredited)
• Experience in geriatrics, psychiatry, behavioral health, or neurology
• Experience working with dementia or cognitively impaired patients
• Athena EHR experience
• Experience with referrals, insurance verification, and prior authorizations
• Prior TMS or cognitive-testing experience
• BLS/CPR certification (American Heart Association)
• Bilingual (English/Spanish)