Patient Care Coordinator – Medical Assistant (Oak Park) in Oak Park, Illinois at Stella Mental Health

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

At Stella, we believe that diversity, equity, and inclusion are essential values that enrich our work environment and enhance our ability to serve diverse communities. We strive to integrate these values into every aspect of our organization, from hiring and training to policies and practices. Our vision is to be a leader in delivering patient-centered care that respects and celebrates diversity, promotes equity and inclusion, and improves health outcomes for all. Stella Mental Health is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable law.