Patient & Administrative Associate

Patient Experience & Administrative Associate

Location: New York, NY

Type: Full-time, in-office, W2 (Standard hours: 8:45 AM to 4:45 PM with occasional adjustments as needed to support clinic operations.)

Compensation: $30.00 - $33.65 per hour, overtime eligible, benefits eligible

At Keta Medical Center
, we are redefining how mental health care is delivered. As a growing healthcare organization specializing in innovative ketamine therapy, our mission is to improve the lives of millions struggling with depression and related conditions.

With locations across New York and New Jersey, we create an environment where patients feel truly cared for and where our team members are supported, respected, and empowered to grow with us. We foster a supportive, collaborative environment where both patients and team members feel valued and empowered.

Join us in transforming mental health! We are seeking a professional, driven, organized, and empathetic Patient Experience & Administrative Associate to join our team. This role is ideal for someone who is passionate about empathetic patient care, and wants to be part of a mission‑driven organization that is scaling rapidly.

As a key member of our front‑office and administrative team, you will play an essential role in ensuring patients have a seamless experience while supporting the day‑to‑day operations that keep our clinics running smoothly.

Our clinics operate 7 days a week, 9 AM – 9 PM, with full‑time schedules based on clinic coverage needs.

• Deliver an exceptional patient experience: warmly welcome patients, oversee check‑in/check‑out process including payments, and ensure they feel comfortable and supported throughout their visit.
• Coordinate patient communication & scheduling: collaborate closely with clinicians, liaisons, and other administrative team members to optimize workflows and deliver a seamless patient experience.
• Support accurate billing and insurance processes: verify insurance, track payments, and clearly communicate with patients about coverage and next steps.
• Manage communication channels: answer incoming patient calls with warmth, professionalism and consistency while effectively handling patient inquiries. Ensure timely, compassionate follow‑up at all times.
• Keep operations organized: maintain systems, patient and medical records in compliance with HIPAA, and flag operational needs to ensure clinics run smoothly at all times.

• 2+ years of administrative or operations experience in a healthcare, startup, hospitality, or customer‑facing environment.
• A degree in healthcare administration or equivalent work experience preferred.
• Excellent verbal and written communication skills with a professional, empathetic demeanor.
• Highly organized, detail‑oriented, and proactive in problem‑solving.
• Familiarity with programs such as Salesforce, EMR systems, G‑Suite, Microsoft Office, and adaptability to new platforms and systems.
• Ability to adapt, multitask in a fast‑paced environment while remaining calm, positive, and patient‑focused.