Job Description – Psychiatric Medical Assistant

Job Title: Psychiatric Medical Assistant (MA)
Department: Clinical Services
Reports To: Practice Manager and Supervising Psychiatric Provider (PMHNP/Psychiatrist)

Position Summary

The Psychiatric Medical Assistant is responsible for providing clinical and administrative support to psychiatric providers in a fast-paced outpatient behavioral health practice. The Medical Assistant assists with patient flow, medication management, injections, laboratory coordination, prior authorizations, and patient education while maintaining a safe, compassionate, and therapeutic environment. The position requires excellent communication skills, professionalism, and the ability to work effectively with patients experiencing a variety of mental health conditions.

Essential Job Responsibilities

Patient Care

• Room patients and obtain vital signs, height, weight, BMI, and pain assessment.

• Verify allergies, preferred pharmacy, medication list, and medical history at each visit.

• Complete medication reconciliation before every provider encounter.

• Administer and document standardized screening tools including PHQ-9, GAD-7, C-SSRS, AIMS, and other behavioral health assessments as directed.

• Observe patients for changes in mood, behavior, or mental status and immediately report concerns to the provider.

• Recognize psychiatric emergencies, including suicidal ideation, homicidal ideation, psychosis, and severe medication reactions, and follow established emergency protocols.

• Provide patient education regarding medications, treatment plans, and follow-up care.

• Schedule follow-up appointments and coordinate referrals.

Medication Management

• Process medication refill requests according to provider protocols.

• Prepare prior authorizations for psychiatric medications.

• Assist providers with medication samples and inventory.

• Administer long-acting injectable medications (LAIs) such as:

  • Abilify Maintena®

  • Aristada®

  • Invega Sustenna®

  • Invega Trinza®

  • Uzedy®

  • Perseris®

  • Vivitrol®

  • Sublocade®

  • Brixadi®

• Monitor patients for adverse reactions following injections.

• Document lot numbers, expiration dates, injection sites, and patient tolerance.

Spravato (Esketamine) Responsibilities

• Verify REMS program requirements.

• Prepare treatment rooms for Spravato administration.

• Obtain and document baseline and follow-up vital signs.

• Monitor patients throughout the required observation period.

• Recognize and report adverse reactions including elevated blood pressure, excessive sedation, dissociation, or respiratory concerns.

• Complete REMS documentation and ensure patients have transportation arrangements before discharge.

Clinical Procedures

• Perform CLIA-waived testing as applicable.

• Collect laboratory specimens when indicated.

• Prepare laboratory orders and coordinate diagnostic testing.

• Maintain clean, organized examination and treatment rooms.

• Follow infection prevention and OSHA standards.

Administrative Responsibilities

• Answer clinical telephone calls and triage appropriately.

• Respond to patient portal messages within scope of practice.

• Obtain outside medical records and laboratory reports.

• Scan documents into the electronic medical record.

• Maintain medication and medical supply inventory.

• Coordinate referrals with primary care physicians and specialists.

Documentation

• Accurately document all patient interactions in the electronic medical record.

• Complete documentation on the day services are provided.

• Maintain confidentiality in accordance with HIPAA regulations.

Qualifications

Required

• High School Diploma or GED.

• Graduate of an accredited Medical Assistant program or equivalent experience.

• Current BLS/CPR Certification.

• One year of medical assistant experience.

Preferred

• Certified Medical Assistant (CMA), Registered Medical Assistant (RMA), or Nationally Certified Medical Assistant (NCMA).

• Previous psychiatry or behavioral health experience.

• Experience with outpatient psychiatric medication management.

• Experience with electronic medical records.

Knowledge and Skills

• Knowledge of psychiatric diagnoses and common psychotropic medications.

• Understanding of behavioral health terminology.

• Ability to recognize psychiatric crises.

• Excellent verbal and written communication skills.

• Strong organizational and time-management abilities.

• Ability to work independently and as part of a multidisciplinary team.

• Proficiency with Microsoft Office and electronic medical records.

Professional Expectations

• Demonstrate empathy, compassion, and professionalism with all patients.

• Maintain patient confidentiality at all times.

• Arrive on time and maintain dependable attendance.

• Maintain a positive, respectful, and collaborative attitude.

• Participate in continuing education and required staff training.

• Comply with all OSHA, HIPAA, CMS, state, and organizational policies.

Physical Requirements

• Ability to stand, walk, bend, and sit throughout the workday.

• Ability to lift up to 30 pounds.

• Manual dexterity necessary to administer injections and perform clinical procedures.

Work Environment

• Outpatient psychiatric and behavioral health clinic.

• Frequent interaction with patients experiencing depression, anxiety, bipolar disorder, schizophrenia, ADHD, PTSD, substance use disorders, and other psychiatric conditions.

• Fast-paced environment requiring flexibility, professionalism, and sound judgment.

Performance Standards

The Psychiatric Medical Assistant will be evaluated on:

• Quality and accuracy of documentation.

• Patient satisfaction.

• Medication safety and injection competency.

• Timeliness of prior authorizations and refill processing.

• Compliance with clinical protocols and regulatory requirements.

• Teamwork and professionalism.

• Attendance and reliability.