Medical Administrative Assistant- PM Shift

A Healing Place Complete Counseling Care•Neenah, WI

25d•$19•Onsite

About The Position

The Medical Administrative Assistant supports the daily administrative and operational functions of the practice, serving as a key point of contact for clients, providers, and internal staff. This role focuses on client communication, scheduling, records management, and basic billing and insurance support to ensure smooth clinic operations and a positive client experience. This position is well‑suited for someone who is organized, dependable, and comfortable managing multiple priorities while maintaining a calm, professional, and compassionate presence.

Requirements

High school diploma or GED required
Must be 18 years of age or older
1–3 years of experience in administrative, client-facing, or healthcare support roles preferred
Working knowledge of healthcare administrative operations and front-desk workflows
Comfort using EMR systems, digital documentation tools, and standard office technology
Strong communication, organizational, and time-management skills
Ability to handle sensitive information with discretion and professionalism
Reliable, detail-oriented, and able to follow established procedures consistently
Commitment to the mission and values of A Healing Place
Professional conduct demonstrating respect, honesty, warmth, and dignity
Clear, timely, and respectful communication
Reliable attendance and punctuality during scheduled shifts
Timely and accurate completion of assigned duties
Maintenance of confidentiality and ethical standards
Willingness to engage in ongoing learning and improvement
Applicants must be located in Wisconsin

Nice To Haves

Relevant education, training, or certifications in medical or healthcare administration are a plus; a combination of education and experience will be considered
Experience or familiarity with behavioral health or mental health settings preferred

Responsibilities

Serve as a primary point of contact for clients by phone, voicemail, email, and secure messaging, using clear, professional, and compassionate communication.
Schedule, modify, and confirm appointments accurately within the EMR system, following established workflows and provider availability.
Assist new clients with intake processes by explaining requirements, answering questions, and ensuring all documentation is completed correctly.
Maintain accurate, up-to-date client records through precise data entry, consistent documentation practices, and adherence to internal procedures.
Manage digital filing systems to ensure information is organized, complete, and easily retrievable while maintaining strict confidentiality.
Facilitate communication between clients, providers, and internal staff to support continuity of care and smooth daily operations.
Record and distribute meeting minutes accurately, capturing key discussion points and action items.
Maintain community partner and referral contact lists with accurate and current information.
Monitor office supply levels, place orders as needed, and support general office organization to maintain a professional and welcoming environment.
Follow HIPAA, confidentiality standards, and agency policies consistently in all administrative activities.
Demonstrate the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced clinical setting.
Work independently while remaining responsive to team needs, guidance, and feedback.
Participate in training, meetings, and ongoing professional development to maintain knowledge of healthcare administrative practices.