Patient Care Coordinator – Medical Assistant (Oak Park)

Stella Mental Health is a leading provider of breakthrough mental health treatments for depression, PTSD, and anxiety. We utilize cutting-edge modalities, including ketamine infusions, intranasal esketamine (Spravato), transcranial magnetic stimulation (TMS), and Stellate Ganglion Block (SGB), to help our patients achieve lasting relief. We are a community of compassionate professionals who support our patients and each other throughout their healing journey.

About the role

• The Patient Care Coordinator – Medical Assistant serves as the central connection point between patients, providers, and the clinic team. This hybrid role combines the clinical skills of a Certified Medical Assistant with the coordination responsibilities of a Patient Care Coordinator, making it ideal for someone who thrives in a fast-paced clinical environment and genuinely loves being part of a patient's healing journey.

This is a full-time, non-exempt position working Monday through Friday, 30–40 hours per week.

What you'll do

Patient Care & Coordination

• Guide patients through Stella's care pathways with compassion, precision, and flexibility
• Coordinate appointments to maximize provider utilization and minimize scheduling gaps
• Respond promptly to patient inquiries via phone, email, and other communication channels
• Track patient preferences to support personalized care experiences
• Maintain accurate patient records and manage follow-up tasks in DrChrono and Salesforce
• Protect patient rights and maintain confidentiality in accordance with HIPAA standards
• Provide a Transformative Service experience

Clinical Duties

• Operate clinical devices including Transcranial Magnetic Stimulation (TMS) and support administration of Spravato (training provided)
• Educate patients on pharmacotherapies, treatment protocols, potential side effects, and expected outcomes
• Respond to medical emergencies in accordance with site procedures and within scope of practice

Team & Operations

• Participate in daily huddles and weekly team meetings to align on clinic priorities
• Communicate effectively via Slack and email, ensuring timely responses within 24 hours
• Support accurate billing processes including copay collection, cash pay collection, and eligibility checks
• Maintain accurate, timely, and compliant documentation in the electronic medical record (EMR)
• Identify workflow challenges and recommend process improvements
• Adhere to all health, safety, medication storage/handling, and organizational compliance protocols

Qualifications

Required

• Certified Medical Assistant (CMA) or equivalent credential
• Current, valid CPR certification
• High school diploma or equivalent
• Minimum 2 years of experience in healthcare coordination, patient services, or medical office administration
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced clinical setting
• Excellent interpersonal and communication skills with a patient-centered approach
• Experience working with scheduling systems, EMRs, or healthcare administrative platforms

Preferred

• Experience operating clinical or medical equipment, including TMS devices
• Background in behavioral health or interventional treatment settings
• Familiarity with DrChrono EMR or similar systems
• Experience coordinating care across interdisciplinary healthcare teams
• Knowledge of insurance verification, patient intake workflows, or medical billing

What We Offer

• Competitive pay: $23–$25/hr, commensurate with experience
• Comprehensive medical, dental, and vision benefits
• 401(k) with company contribution
• Paid time off and holidays
• Clinical training on TMS and Spravato devices- no prior experience required
• A supportive and collaborative work environment
• A mission-driven organization that makes a positive impact on people's lives