Position Overview
We are seeking an experienced, patient-focused Clinical Support Assistant to provide comprehensive administrative and operational support to our Medical Services team. This
role serves as a critical link between patients, physicians, Medical Assistants, and clinic operations, ensuring a seamless and compassionate patient experience throughout themedical cannabis certification process.

The ideal candidate is a proactive problem-solver who demonstrates critical thinking, compassion, strong organizational skills, and exceptional English communication skills.
Because this role interacts directly with patients, providers, and internal stakeholders throughout the day, fluent spoken and written English is required. This is not an entry-level
position; candidates must possess substantial experience in healthcare administration, patient support, medical office operations, or a related field.

Schedule: Hours: EST, between 8AM - 6PM (exact schedule to be announced)

40 paid hrs a week

Key Responsibilities
Patient & Customer Support
● Serve as a primary point of contact for patients via phone, email, and internal communication systems.
● Deliver exceptional customer service while addressing patient inquiries with empathy, professionalism, and accuracy.
● Assist patients with navigating state medical cannabis registry requirements and certification-related processes.
● Provide guidance regarding appointments, documentation requirements, and clinic procedures.
● Escalate complex patient concerns appropriately while maintaining a positive patient experience.
Clinical & Administrative Support
● Support Medical Assistants, physicians, and in-office teams with daily operational and administrative needs.
● Prepare patient records, documentation, and supporting materials for scheduled appointments.
● Upload, review, organize, and maintain patient documents within internal systems.
● Process incoming and outgoing eFaxes and ensure timely document management.
● Maintain accurate electronic records while adhering to privacy, security, and compliance standards.

● Assist with administrative workflows that support efficient clinic operations.
Scheduling & Coordination
● Monitor and balance provider schedules to maximize appointment availability and operational efficiency.
● Adjust block scheduling, manage provider availability, and reschedule appointments as needed.
● Coordinate with patients and internal teams regarding appointment changes and availability.
● Support clinic coverage planning and operational continuity.
Team Support
● Collaborate closely with Medical Assistants, Clinical Support staff, and leadership to ensure smooth daily operations.
● Provide cross-functional support across departments as business needs evolve.
● Assist with in-office coverage and operational support when required.
● Follow established policies, procedures, and compliance requirements consistently.

Compliance & Confidentiality
● Maintain strict compliance with all HIPAA regulations and company privacy policies at all times.
● Handle Protected Health Information (PHI) with the highest level of confidentiality, accuracy, and security.
● Ensure all patient records, communications, documentation, and electronic files are managed in accordance with federal, state, and organizational requirements.
● Report and escalate any privacy, security, or compliance concerns immediately and appropriately.
● Adhere to all established policies, procedures, and regulatory standards governing patient care and medical documentation.

Qualifications
Required Experience
● Minimum 5+ years of experience in healthcare administration, medical office support, patient services, clinical coordination, or a related healthcare environment.
● Demonstrated experience handling confidential patient information in accordance with HIPAA regulations.
● Proven understanding of Protected Health Information (PHI) requirements and healthcare privacy standards.
● Proven experience handling high-volume phone communications and patient interactions.
● Experience with appointment scheduling, calendar management, and administrative coordination.

Experience working with electronic medical records (EMR/EHR), document management systems, and secure healthcare communication platforms.
● Strong proficiency with Microsoft Office, Google Workspace, and web-based systems.
Preferred Experience
● Experience supporting physicians, medical assistants, or clinical teams.
● Experience with patient registration, medical records, healthcare compliance processes, or state healthcare programs.
● Familiarity with state healthcare registries, certification programs, or regulatory documentation processes.
● Experience in telehealth or multi-location healthcare environments.

Non-Negotiable Requirements
● Minimum 5 years of relevant healthcare administrative, patient support, clinical coordination, or medical office experience.
● Previous healthcare industry experience.
● Proven experience handling Protected Health Information (PHI).
● Thorough understanding of HIPAA regulations and healthcare privacy compliance.
● Experience working within highly regulated healthcare environments.
● Exceptional attention to detail and commitment to confidentiality and data security.
● Ability to independently manage sensitive patient information with accuracy and professionalism.
● Fluent English communication skills (verbal and written) with the ability to communicate professionally, clearly, and confidently with patients, providers, and internal teams.
● Demonstrated ability to provide exceptional customer service in a patient-facing environment.
● Strong multitasking abilities and the capacity to work effectively in a fast-paced clinical setting.
● Candidates with primarily internship, trainee, entry-level administrative, or limited healthcare support experience will not be considered.

Desired Skills & Attributes

Strong critical thinking and problem-solving abilities.
● Ability to think outside the box and identify process improvements.
● Compassionate and patient-centered approach to service.
● Outstanding communication and interpersonal skills.
● Excellent English proficiency, including professional phone etiquette, active listening,
and the ability to explain information clearly and compassionately to patients.
● Strong attention to detail and organizational skills.
● Ability to manage multiple priorities in a fast-paced environment.
● Collaborative team player with a positive attitude.
● High level of professionalism, discretion, and accountability.

Ability to follow policies, procedures, and compliance requirements consistently.
● Strong understanding of HIPAA compliance and healthcare privacy requirements.
● Demonstrated commitment to protecting sensitive patient information and maintaining confidentiality.
● Self-motivated with the ability to work independently and make sound decisions.
● Adaptability and willingness to support evolving operational and patient care needs.

Success in This Role
The successful Clinical Support Assistant will consistently deliver exceptional patient experiences, support clinical operations efficiently, anticipate team needs, solve problems proactively, and contribute to a collaborative, patient-focused culture. They will demonstrate unwavering commitment to HIPAA compliance, PHI protection, operational excellence, and compassionate patient care while maintaining the highest standards of professionalism,
confidentiality, communication, and accountability.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.