Lead Medical Assistant
Advanced Injury Treatment Center (AITC)
About AITC
Advanced Injury Treatment Center delivers physician-directed, evidence-based care to auto-accident victims. We integrate physical therapy, massage therapy, and medical services under one roof—eliminating the fragmented, insurance-limited care that typically delays recovery.
Our model is built on medical necessity, not insurance authorization limits. Patients receive one-on-one treatment from licensed clinicians, with physicians (MD/DO) on-site for collaboration and oversight. We've grown to four front-range locations in three years and are expanding based on one principle: quality outcomes over volume.
This role is central to that mission.
The Role
As Medical Assistant, you are the operational backbone of patient care. You manage patient flow, coordinate multidisciplinary treatment, track referrals and authorizations, and ensure clinical documentation flows accurately between physicians, therapists, case managers, and insurance/legal representatives.
This is not a traditional front-desk or rooming role. You'll spend roughly 60% of your time on order management, care coordination, and referral tracking; 25% on patient care planning and scheduling; and 15% on chart management and administrative tasks.
Why This Role Matters
You're not just scheduling appointments or taking vitals. You're the thread that connects physicians, therapists, case managers, and patients. Every task you complete—verifying a referral, updating treatment plans, ensuring records are complete—directly impacts whether a patient receives coordinated, timely care or fragmented, delayed care.
In a physician-directed practice, the MA/Care Coordinator role is clinical infrastructure. You're building the foundation that allows clinicians to focus on treatment instead of paperwork.
Core Responsibilities
Daily Workflow Management
- Monitor email, faxes, and patient portals for new records, referrals, and authorization updates
- Resolve overdue tasks (DME requests, FMLA paperwork, refill requests, provider requests)
- Request and track outside records via Corhio, facility portals, and direct contact with case managers
- Update master care coordination documents (CCF, PRF, Planner) with latest information
Chart Preparation & Management
- Build daily charts with previous visit notes, imaging, referral summaries, and provider packets
- Verify accuracy of patient information, naming conventions, and folder organization
- Ensure all visit documents are signed, scanned, and filed within 24 hours of each appointment
- Archive records according to AITC protocol
Patient Rooming & Clinical Support
- Take vitals and document symptoms
- Gather updates on ongoing referrals, outside treatment, and upcoming appointments
- Relay patient status and clinical questions to physician before appointment
- Support in-house procedures as needed
Care Coordination & Follow-Up
- After each visit, verify physician orders are complete and correctly documented
- Schedule follow-up appointments based on treatment plans (PRF/SB)
- Send care coordination emails to case managers with updated treatment plans
- Create and update Planner tasks for referrals, imaging, discharge, and deferrals
- Monitor task completion and follow up on overdue items
Referral & Authorization Management
- Track all external referrals (imaging, specialists, ongoing PT/massage elsewhere)
- Communicate with referring providers and insurance adjusters
- Manage lien documentation and early discharge protocols
- Ensure records are updated and patients are connected to appropriate follow-up care
Initial Intake Processing
- Check in new patients and verify identity
- Collect accident photos and complete intake forms
- Separate AITC Lien, Medical Records Release, and intake documentation
- Verify all outside records are current and complete
Discharge Management
- Audit full patient chart before discharge (verify signatures, naming, folder placement, completeness)
- Process discharge letters or early discharge care coordination
- Complete discharge tasks in Planner
What You'll Need
Education & Experience
- Medical Assistant Certification (CMA or RMA) is preferred but not required
- 2+ years of healthcare administrative or clinical experience (medical office, clinic, hospital, or care coordination)
- Familiarity with electronic medical records (EMR)—we use ChiroTouch, but general EMR competency transfers
Skills & Attributes
- Detail-oriented & organized: You track multiple patients, referrals, and tasks simultaneously without dropping items
- Clear communicator: You explain timelines and processes to patients; coordinate across providers, case managers, and insurance companies
- Problem-solver: You navigate authorization delays, missing records, and scheduling conflicts with persistence
- Comfortable with ambiguity: Healthcare is variable. You adapt to changing referral patterns and provider requests without losing sight of the system
- Reliable: Patients and providers depend on you. You follow through on commitments
- Spanish-speaking is highly valued and will increase your impact with our patient population
Technical Proficiency
- Comfortable with Microsoft Office and cloud-based platforms (SharePoint, Planner)
- Able to learn EMR systems quickly
- High-Quality writing, communication, and planning capabilites.
- Basic data entry accuracy and multi-tasking in digital environments
Compensation & Benefits
Hourly Pay: $25–$28/hour based on experience and certification
Performance & Growth
- Opportunities for advancement into care coordination lead or clinic management roles as we expand
- Ongoing training in healthcare administration, case management, and AITC-specific protocols
Health & Wellness
- Medical, dental, and vision insurance
- 401(k) retirement plan
- Paid time off (vacation, sick leave, holidays)
- Professional development and continuing education support
Work Environment
- Four front-range locations (Aurora, Westminster, Loveland, Lakewood)
- Collaborative, multidisciplinary team
- Physician-directed culture that values evidence-based practice
- Growth trajectory: As we open new locations over the next 18 months, we're building the care coordination infrastructure now—which means the MAs who learn this system first will lead it at new clinics.
What Success Looks Like in This Role
- Patients move smoothly through intake → treatment → discharge without administrative delays
- Referrals are tracked, updated, and completed on time
- Physicians and therapists have accurate, complete charts before each appointment
- Care coordination emails are clear, timely, and reduce back-and-forth with case managers
- You identify process gaps and flag them early
- New team members learn the workflow faster because you've documented it clearly
How to be immediately considered:
Send your resume and a brief note about why auto-injury care coordination interests you to:
Brandon Higgins
VP & Co-Founder,
[email protected]
AITC is an Equal Opportunity Employer
We welcome applications from candidates of all backgrounds. We're committed to building a team that reflects the diversity of the communities we serve.
Job Type: Full-time
Pay: $25.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Language:
- English and Spanish? (Required)
License/Certification:
- Certified Medical Assistant (Required)
Shift availability:
Work Location: In person
