About Whole Mind
At Whole Mind, we believe exceptional mental healthcare begins with compassionate people who are committed to improving the lives of others. We specialize in evidence-based psychiatric care, including medication management, Transcranial Magnetic Stimulation (TMS), Spravato® (esketamine), ADHD evaluations, and innovative behavioral health treatments.
We are seeking a dependable, compassionate, and highly organized Medical Assistant / Front Office Coordinator to join our Sandy clinic. This role is ideal for someone who enjoys building meaningful relationships with patients while supporting both clinical care and front office operations in a fast-paced behavioral health environment.
Every interaction matters. Our team is committed to helping every patient feel understood, helped, and reassured throughout their mental health journey.
Position Summary
The Medical Assistant / Front Office Coordinator serves in a dual clinical and administrative role, supporting providers, patients, and clinic operations. This individual will assist with direct patient care while also managing front office responsibilities including scheduling, patient communication, insurance verification, and administrative workflows.
This position is ideal for someone who enjoys balancing patient care, customer service, teamwork, organization, and operational excellence.
Essential ResponsibilitiesClinical Responsibilities
- Prepare patients for appointments and treatments.
- Assist psychiatric providers during patient visits as appropriate.
- Support patients receiving Transcranial Magnetic Stimulation (TMS).
- Support patients receiving Spravato® (esketamine) treatment, including patient observation and documentation in accordance with REMS requirements and company protocols.
- Obtain and document vital signs.
- Prepare treatment rooms before and after patient visits.
- Maintain clinical supplies and equipment.
- Accurately document patient information within the electronic health record.
- Follow HIPAA, OSHA, infection control, and patient safety standards.
Front Office Responsibilities
- Welcome and check in patients professionally and compassionately.
- Schedule new and established patient appointments.
- Manage provider schedules and appointment availability.
- Answer incoming telephone calls and respond to patient inquiries.
- Verify insurance eligibility and collect patient financial responsibility as appropriate.
- Assist patients with registration paperwork and maintain accurate demographic information.
- Coordinate referrals and obtain outside medical records.
- Support daily patient flow and clinic operations.
- Assist patients with electronic forms and the MYIO patient portal as needed.
Administrative Responsibilities
- Collaborate with providers, scheduling, billing, prior authorization, credentialing, and leadership teams.
- Document patient communications accurately within the electronic health record.
- Monitor daily work queues and assigned tasks.
- Assist with workflow improvement initiatives.
- Support organizational policies and procedures.
- Perform additional duties as assigned to support clinic operations.
QualificationsRequired
- High school diploma or equivalent.
- Current Medical Assistant certification or equivalent healthcare experience preferred.
- Excellent customer service and interpersonal skills.
- Strong organizational skills and exceptional attention to detail.
- Ability to multitask in a fast-paced healthcare environment.
- Excellent verbal and written communication skills.
- Proficiency with computers and electronic health record systems.
- Reliable attendance and dependability.
Preferred
- Experience in psychiatry, behavioral health, neurology, or primary care.
- Experience supporting TMS and/or Spravato® treatments.
- Experience with insurance verification, patient scheduling, and front office operations.
- Experience using Valant or AdvancedMD electronic health records.
Physical Requirements
- Ability to stand and walk for extended periods.
- Ability to occasionally lift up to 25 pounds.
- Ability to safely assist patients as needed.
Why Join Whole Mind?
At Whole Mind, every team member plays an important role in improving the lives of our patients.
We offer:
- Competitive hourly compensation based on experience
- Full-time, stable employment
- Medical, dental, and vision insurance
- 401(k) with company matching
- Paid time off
- Ongoing training and professional development
- A collaborative and supportive work environment
- Opportunities to work with innovative treatments including TMS and Spravato®
- Meaningful work that positively impacts patients and their families every day
About Whole Mind
Whole Mind is a growing multi-location behavioral health organization dedicated to delivering compassionate, evidence-based psychiatric care. Our mission is to improve access to high-quality mental healthcare while ensuring every patient feels understood, helped, and reassured.
Work Location
In Person
Whole Mind Psychiatry
8789 S Highland Dr., Suite 300
Sandy, UT 84093
Benefits
- 401(k) matching
- Health insurance
- Dental insurance
- Vision insurance
- Paid time off
Pay: $16.00 - $22.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Have you worked in behavioral health, psychiatry, or another outpatient medical setting?
- Our mission is to help every patient feel understood, helped, and reassured. Tell us about a time you made a patient feel cared for during a difficult situation.
- Have you previously worked with patients receiving TMS or Spravato® treatments?
- This position combines Medical Assistant responsibilities with front office duties, including patient scheduling, insurance verification, answering phones, and patient check-in. Tell us about your experience balancing both clinical and administrative responsibilities.
- Describe a time you successfully managed multiple priorities in a busy medical office. What strategies helped you stay organized while providing excellent patient care?
Experience:
- Medical Assistant or CMA: 2 years (Required)
Ability to Commute:
- Sandy, UT 84093 (Required)
Work Location: In person
