Medical Office Administrator

Position Summary

Thrive Family Services is seeking a detail-oriented and compassionate Medical Administrative Assistant to join our administrative team. This position plays a vital role in ensuring smooth day-to-day operations by supporting both clients and clinicians. The ideal candidate will possess strong communication and organizational skills, and a genuine interest in helping others in a mental health care setting.

• Provide front desk coverage, including greeting patients in a professional and welcoming manner, both in person and over the phone.
• Answer incoming calls, assist with appointment reminders, and guide clients through completing necessary forms and accessing the patient portal.
• Forward phone inquiries and requests to the appropriate departments in a timely and efficient manner.
• Manage records requests in accordance with privacy guidelines.
• Assist with the client check-in process and respond to front desk requests from both clinical staff and clients.
• Maintain accurate and up-to-date patient and provider databases.
• Support general office operations, including maintaining office inventory and expediting supply orders.
• Perform cleaning duties to help maintain a tidy and organized office environment.
• Provide support coverage during team members’ PTO.
• Perform other duties as assigned by the Clinical Coordinator or Business Operations Manager.

• Serve as the first point of contact for clients; provide excellent customer service.
• Schedule and coordinate initial client appointments with clinical staff.
• Send welcome emails with session cost estimates (including DA, Follow-Up, and Clinical Review charges).

• High school diploma or equivalent; additional administrative or healthcare-related certifications are a plus
• Prior administrative or scheduling experience in a healthcare or mental health setting is a plus.
• Familiarity with electronic health records (EHR), insurance verification, and HIPAA compliance is preferred.
• Strong verbal and written communication skills.
• Excellent multitasking, organizational, and time-management abilities.
• Experience with scheduling or calendar management is preferred
• Proficiency with computers, scheduling software, and Microsoft Office Suite, Canva.
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to maintaining patient confidentiality and upholding HIPAA standards.