Certified Medical Assistant (CMA)

The CMA is responsible for coordinating patient care, assisting psychiatry with procedures, and various administrative tasks.

  • Job Title: Certified Medical Assistant (CMA)
  • Direct Supervisor: Administrative Services Manager
  • Compensation: $18.00 - $21.00 per hour

Job Title:Certified Medical Assistant (CMA)

Direct Supervisor(s):Administrative Services Manager


The Position

Certified Medical Assistants serve within a multi-site, outpatient psychology system. The position is full-time and will be housed at the clinic system’s flagship location in Victoria, MN.  The CMA is responsible for coordinating patient care, assisting psychiatry with procedures, and various administrative tasks. The position requires some travel between the clinic locations.


Job Duties


  1. Patient Care
  • Check in patients, make reminder calls, and schedule appointments
  • Assists and supports psychiatrists and other prescribers with patient examinations, treatments, and/or procedures including but not limited to
    • obtaining vital signs including blood pressure, height, weight, pulse, temperature checks, and urine testing if needed
    • administering injections
    • recording patient’s medical history and other relevant data
    • Schedule interpreters for patient appointments as needed
    • Administer outcomes measures and symptom screening tools as needed
  • Prepares examination areas and patients for examination, procedure, or treatment by psychiatrist
  • Supports patient-focused care and provides patient instruction
  • Works with clinic staff to create a culture of empathy, professionalism, and lifelong learning
  • Coordinated patient care to allow for maximal communication between providers and patient access to needed supports
  • Initiate referrals to internal team members for psychotherapy, psychological testing, or other services
  • Answering general and new patient calls
  • Scheduling new and existing patients
  • Maintaining clinic schedules as requested
  • Patient check-in
  • Handling of sensitive and confidential information
  • Collections calls to delinquent accounts
  • Offering clients refreshments
  • Scoring and filing outcomes measures with Department of Health
  1. Administration
  • Check insurance benefits and eligibility for all new and existing patients, and communicate these benefits to the responsible clinician
  • Process credit card payments for copays and other patient responsibility
  • Work with patients on past due accounts to set up payment plans
  • Investigate denied claims for successful processing
  • Work with the clinicians to obtain insurance authorizations
  • Log insurance receipts and patient receipts to ensure they are accurately attributed to accounts
  • Ensure claims are being submitted in a timely manner
  • Answer phone calls and emails with questions pertaining to an invoice or services
  • Provide excellent customer service
  • Work to reduce aging and average days’ receivables
  • Respond to payer inquiries in a timely manner
  • Review provider billing entries to ensure accuracy
  • Attend trainings and meetings as scheduled
  • Maintain up-to-date knowledge of ever-changing billing regulations
  • Respond to prescription refill requests and prepare orders for provider approval
  • Special projects and other duties as assigned
  • Preparing new patient paperwork
  • Organizing clipboards for new patients
  • Organizing patient paperwork (e.g., copying, faxing, filing, etc.)
  • Keeping form and supply inventory and communicating needs to purchasing
  • Making general site repairs (e.g., changing light bulbs, etc.)
  • Tidying the clinic regularly (e.g., trash, dishes, etc.)
  • Monitoring vendor services (e.g., water levels, shred box, etc.)
  • Sending, receiving, and distributing correspondence as directed (e.g., mail, faxes, etc.)
  • Retrieving mail & distributing appropriately
  • Providing a neat, professional first-impression to all clinic visitors
  • Triage clinical staff questions related to policies and procedures
  • Issue keys to new hires as directed
  • Help train incoming employees re: administrative procedure
  • Navigation of computer based scheduling system
  • Other duties as assigned by the ASM or Director of Operations
  1. Communication
  • Communicates effectively and professionally with patients, visitors, clinicians, and co-workers
  • Interacts with others in a positive, respectful, and considerate manner
  • Actively helps cultivate a positive reputation for the Clinic in the community
  • Effectively coordinates and collaborates with other departments
  1. Financial Practices
  • Uses facility resources appropriately and avoids wasteful practices
  • Promotes cost containment and efficient use of facility resources
  • Makes recommendations for potential cost-effective improvements
  • Assists in educating clinical staff about cost-containment issues
  • Responds to clinically-related questions about adjustments to patient accounts
  1. Compliance Program
  • Contributes to the clinic’s progress and development of the organization’s adopted compliance program
  • Performs according to established compliance policies and procedures
  • Assists clinic efforts to organize and carry out peer review of patient files
  1. Quality-Improvement Program
  • Contributes to the clinic’s adopted Quality Improvement Program
  • Performs according to established quality improvement policies and procedures
  • Monitors psychiatrists’ participation in quality improvement activities
  • Participates in quality improvement studies as required by clinic to assess clinical care/staff and adherence to managed care contracts
  • Makes recommendations for potential Electronic Health Record efficiencies or improvements
  1. Safety/Risk – Management Program
  • Adheres to safety policies and procedures in performing job duties and responsibilities
  • Works with the ASM to resolve observed or suspected safety violations, hazards, and policy/procedure noncompliance
  • Responds to emergency situations with competence and composure
  • Supports risk management and participates in programs concerning patient and employee safety
  • Promptly and decisively responds to instances wherein provider behavior contributes to risk
  1. Professional Competence
  • Participates in continuing education and other learning experiences as requested by administration
  • Participates in facility teaching programs for employees and clinical staff on topics of special interest/pertinent to the clinical aspects of medical assistance
  • Maintains high level of professionalism and activity within the larger profession
  • Brings voice of ethical decision-making to all work
  • Welcomes suggestions and recommendations from all co-workers
  • Provides facility with updated credentialing information when needed
  • Serves as an assistant policy authority related to the clinical portions of the Electronic Health Record; helps train all psychiatric department staff and ensures their compliance in same


Minimum Requirements

  • Medical Assistant or Nursing Assistant Certification from an accredited school
  • At least 18 years of age
  • High School Diploma
  • Reliable transportation
  • Basic math skills
  • Outstanding communication skills via phone and email
  • Ability to maintain a high level of professionalism at all times
  • Proficiency in all Microsoft applications, especially Excel and Word
  • Proficiency in all Google applications
  • High level of self-motivation and integrity
  • Extreme attention to detail and organization
  • Positive, team-player attitude who is adaptable to change
  • Stable and successful work or school history
  • Ability to maintain professional boundaries consistent with the professional standard
  • Ability to sit and/or stand for long periods of time
  • Ability to work on a computer for up to 90% of the time


Preferred Qualities

  • Associate’s or Bachelor’s degree in Business, Finance, Medical Administration, Medical Billing, or similar field
  • HIPAA experience or training
  • Prior experience with managed care networks and EAPs, especially within the Mental Health field
  • Prior collections experience is helpful
  • Prior experience with Athenanet EHR system
  • Overt commitment to social justice
  • Excellent written and verbal communication skills; advanced mathematics skills
  • Self-motivated and self-starting work style
  • Ability to initiate and maintain self-organizational systems to ensure job tasks are completed as expected (e.g., calendar of tasks/responsibilities, etc.)
  • Trustworthiness in handling sensitive information (with special preference given to candidates with HIPAA compliance knowledge and training)
  • Proficiency with Microsoft Office applications
  • Valid Minnesota Driver’s License and reliable vehicle


Knowledge & Skills

The most suitable candidates will possess the following knowledge and competencies:

  • Principles and practices for maintaining and expanding referral sources while adhering to payer administrative requirements
  • Medical terminology, medication terminology, & privacy practices consistent with professional standard
  • Clinical standards of practice and certification requirements
  • Principles and practices of direct client service delivery
  • Knowledge of current principles and practices for providing medical assistance services to patients
  • Applicable federal, state, and local laws, rules, and regulations
  • Office administrative practices and procedures including records management and the operation of standard office equipment
  • Computer applications related to the work including the Clinic’s Electronic Health Record

To Apply

Email cover letter and resume Attn: Sydny Spires, Administrative Services Manager at  Materials will be reviewed in the order received.