Medical Office Assistant

Job Title: Medical Office Assistant – Intake Team

Job Description

This role supports a behavioral health clinic by managing the front-end intake process for patients, ensuring accurate insurance verification, maintaining complete and compliant records, and providing professional administrative support. The Medical Office Assistant works closely with clinicians, intake administrators, and insurance carriers to help patients access mental health services efficiently and with a high level of care.

Responsibilities

• Verify insurance eligibility and coverage for new patients in compliance with California health insurance requirements.
• Accurately obtain, verify, and document patient eligibility, coverage, benefits, and authorization information from insurance carriers.
• Maintain accurate and up-to-date patient demographic and insurance information in accordance with regulatory and insurance carrier requirements.
• Identify and report discrepancies in patient information or coverage to the appropriate supervisor or manager.
• Respond to incoming calls and emails from prospective and current patients with professionalism, accuracy, and empathy.
• Provide timely updates and information to clinicians, internal teams, and external insurance payers as needed.
• Collaborate with the Intake Department Administrator to stay informed of new processes, best practices, and relevant regulations, and apply them to the intake workflow.
• Monitor outstanding patient balances and initiate appropriate actions for resolution, including coordinating with clinicians, external insurance payers, and other relevant entities.
• Handle sensitive patient information in strict compliance with HIPAA and California privacy regulations.
• Provide general administrative support to the organization, including project-based assistance and contributions to business development activities.
• Support a positive patient experience by maintaining a professional, respectful, and service-oriented approach in all interactions.

Essential Skills

• High school diploma or equivalent.
• Minimum of 1–2 years of medical assistant (MA) experience or 1–2 years of experience in a healthcare or insurance-related administrative role.
• Experience working in a medical office or healthcare setting, preferably with exposure to behavioral or mental health services.
• Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
• Familiarity with healthcare management software and electronic medical or health record (EMR/EHR) systems.
• Knowledge of state healthcare and insurance compliance requirements, particularly in California.
• Strong interpersonal skills with the ability to communicate effectively and professionally with staff, providers, patients, and contracted insurance carriers.
• Demonstrated problem-solving abilities with a focus on resolution and client satisfaction.
• Ability to handle sensitive information with strict confidentiality in compliance with HIPAA and California privacy regulations.
• Capacity to work efficiently in a fast-paced environment while maintaining high accuracy and attention to detail.
• Comfort working with medical records, medical intake processes, and behavioral health documentation.

Additional Skills & Qualifications

• Experience in a mental or behavioral health setting is highly desirable.
• Prior experience with behavioral health intake, medical records, and EMR systems.
• Proficiency with healthcare management systems and electronic health record (EHR) systems is preferred.
• Demonstrated ability to collaborate with cross-functional teams, including clinicians, administrators, and insurance representatives.
• Interest in contributing to a mission-driven organization focused on mental health care.
• Alignment with an inclusive, patient-centered, and service-oriented workplace culture.
• Ability to support business development and project-based administrative initiatives as needed.

Work Environment

This position is based in a behavioral health clinic setting that focuses on providing mental health services to the community. The schedule is Monday through Friday from 8:30 a.m. to 4:30 p.m., offering a consistent daytime workweek. The environment is collaborative and mission-driven, where staff work closely with clinicians, intake administrators, and insurance partners to support patient access to care. You will use Microsoft Office applications, healthcare management software, and EMR/EHR systems to manage patient intake, records, and communication. The organization emphasizes an inclusive and supportive culture, offering competitive compensation, benefits such as programs like Abenity and the CARE Roadmap, and opportunities to contribute to meaningful work in mental health care.

This is a Contract to Hire position based out of Arcadia, CA.

The pay range for this position is $20.00 - $23.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Arcadia,CA.

This position is anticipated to close on Jul 2, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.