Medical Administrative Assistant- Pm Shift

WHY A HEALING PLACE?

Work That Is Meaningful. A Team That Is Supportive. A Culture That Is Sustainable.

At A Healing Place, Complete Counseling Care, our work is guided by a shared commitment to high-quality, trauma‑informed care and to creating a workplace where people feel respected, supported, and valued. We believe that doing good work starts with taking care of the people who do the work.

Our team is collaborative, thoughtful, and values clear communication and mutual accountability. We take pride in building systems that support both excellent client care and a healthy work environment. Leadership at A Healing Place is accessible, transparent, and grounded in the belief that people do their best work when expectations are clear and support is consistent.

A role at A Healing Place is about more than completing tasks; it’s about being part of a team that values integrity, kindness, professionalism, and balance. We are intentional about creating roles that are well‑defined, sustainable, and aligned with real life, recognizing that a strong work/life balance is essential to long‑term success and well‑being.

If you’re looking to contribute your skills in a setting that values collaboration, steady leadership, and meaningful work, while also respecting your time and expertise, we invite you to consider joining our team.

POSITION SUMMARY

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.

KEY RESPONSIBILITIES & REQUIRED SKILLS

• 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.

QUALIFICATIONS

• 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
• Relevant education, training, or certifications in medical or healthcare administration are a plus; a combination of education and experience will be considered
• Working knowledge of healthcare administrative operations and front-desk workflows
• Experience or familiarity with behavioral health or mental health settings preferred
• 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

GENERAL EXPECTATIONS

• 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

SCHEDULE, COMPENSATION, AND BENEFITS

Schedule (PM)

• Monday through Thursday
• Approximately 1:00 PM – 7:00 PM
• 20–25 hours per week
• Occasional coverage for other administrative shifts may be requested during staff vacations or planned absences, with advance notice whenever possible

Additional details:

• On‑site position at our Neenah, WI office
• Applicants must be located in Wisconsin
• Starting at $18.50
• Pro‑rated PTO
• 12 paid holidays (pro‑rated)
• This position is part‑time, with potential for expanded responsibilities or hours based on practice needs and mutual fit

REPORTING STRUCTURE

Reports to the Practice Manager

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