Medical Assistant – Psychiatry Practice (Full-Time, High-Responsibility Role)
Medical Assistant – Psychiatry (Cross-Trained Clinical & Front Office)- HYBRID/ REMOTE AVAILABILITY
Rubin Center Psychiatry – Tempe, Arizona
Rubin Center Psychiatry is seeking an exceptional Front Office Medical Assistant to join our growing outpatient psychiatric practice. We are looking for someone who is not only clinically skilled but also highly organized, detail-oriented, and emotionally intelligent. The ideal candidate thrives in a fast-paced environment, can handle complex situations calmly, and takes pride in helping patients navigate care smoothly and has excellent computer skills, as our practice is mainly a telehealth practice.
This role is primarily or front-office responsibilities, including responding to patient portal messages, coordinating care, and supporting physicians and therapists with administrative needs.
Our practice works with children, adolescents, and adults, including patients with complex psychiatric and neurodevelopmental conditions.
Core Responsibilities
Prior Authorizations
- Initiate and manage prior authorizations from start to finish, including:
- submission of clinical documentation
- follow-up with insurance companies
- interpreting denials
- preparing appeals when needed
- Maintain tracking systems to prevent treatment delays.
Patient Communication & Portal Management
- Respond to patient portal messages efficiently and professionally.
- Triage incoming messages to determine whether they are administrative, medication-related, or clinical concerns.
- Provide clear guidance regarding refill timelines, appointment scheduling, and office policies.
- Escalate urgent clinical or safety concerns appropriately.
Front Office
- Assist with scheduling, patient coordination, and intake processes when needed.
- Answer patient inquiries via phone and portal messaging.
- Help maintain efficient communication between providers, staff, and patients.
Psychiatric Patient Interaction
- Work comfortably with psychiatric patients and families.
- Use calm communication and de-escalation techniques when patients are distressed.
- Maintain professionalism and empathy in emotionally complex situations.
Additional trianing may be provided for:
Clinical Support
- Prepare and queue medication orders for provider review and signature.
- Coordinate prescription refills, medication changes, and pharmacy communications.
- Troubleshoot pharmacy issues, including stock shortages, prescription transfers, and controlled medication restrictions.
- Review Arizona PMP when appropriate and assist with controlled prescription workflows.
- Pre-chart upcoming appointments by reviewing medication lists, recent messages, and prior visit plans.
Qualifications
- Medical Assistant certification or Medical Office certification preferred (or equivalent clinical experience). Post high school degree required.
- Prior experience in psychiatry, behavioral health, or complex outpatient medicine- at least 1 year.
- Experience with prior authorizations and insurance processes.
- Comfort working with electronic medical records and patient portals.
- Ability to manage multiple tasks while maintaining accuracy and organization.
Ideal Candidate
The person who will thrive in this role is someone who:
- Is extremely detail-oriented and reliable
- Works efficiently without sacrificing accuracy
- Communicates clearly and professionally with patients
- Is comfortable handling complex or stressful situations
- Takes initiative and enjoys problem solving
- Understands the importance of confidentiality and patient trust
- Someone who wants to grow within our organization, looking to commit to the right position 2-3 years minimum.
About Rubin Center Psychiatry
Rubin Center Psychiatry is a physician-led outpatient practice focused on thoughtful, evidence-based psychiatric care. We work closely with therapists, schools, and community providers to support patients and families across the lifespan.
Our team values collaboration, professionalism, and compassionate care, and we are looking for someone who shares those values.
Base Pay: $20.00 - $24.00 per hour
Benefits:
- 401(k)
- Free parking
- On-the-job training
- Opportunities for advancement
- Paid sick time
- Paid time off
Application Question(s):
- To maintain a professional environment appropriate for patient care, employees are expected to present with a neat and professional appearance. Facial piercings (other than a single small nose stud or standard ear piercings) are not permitted while on duty. Visible tattoos should be limited in number and size, and may not contain images, words, or symbols that could be considered offensive, discriminatory, harassing, or otherwise inappropriate in a healthcare setting. In some cases, employees may be asked to cover tattoos during work hours. Would this be acceptable?
- What’s making you want to exit your current position?
- What's the difference between doing a task efficiently and doing it effectively?
- How do you keep yourself accountable for tasks or goals without external reminders?
- When you notice something isn't working well (for example recurring scheduling errors, missed emails), how do you analyze what's causing it?
- What's a skill you've learned in the past year that wasn't required but made you more effective?
- How do you maintain appropriate boundaries with patients and coworkers, and decide what is or isn’t appropriate to share in a professional setting?
- Tell me about a time you felt stressed or emotionally overwhelmed at work. How did you manage your emotions while staying professional and focused on your responsibilities?
Ability to Commute:
- Tempe, AZ 85284 (Required)
Ability to Relocate:
- Tempe, AZ 85284: Relocate before starting work (Required)
Work Location: Hybrid remote in Tempe, AZ 85284
