Medical Administrative Assistant

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

The Role

Headlands Research - Eastern Massachusetts is seeking a full-time customer service-focused medical Administrative Assistant responsible for interacting with both clinic and study patients in a healthcare setting and managing administrative tasks for the clinical team. Duties include greeting patients and family via phone and in person, explaining intake forms to new patients, scheduling clinic appointments.

The Administrative Assistant plays a vital role as the first point of contact for patients, visitors, and vendors in a clinical research or medical office environment. This individual ensures smooth front-office operations by managing patient flow, handling administrative tasks, and supporting the clinical team. The ideal candidate is professional, detail-oriented, and customer-service focused, with the ability to manage multiple responsibilities in a fast-paced healthcare setting.

Responsibilities:

• Interacts in a professional manner at all times

• Conducts check-out, scheduling appointments for patients in the clinic

• Responsible for ordering labs tests and imaging and out of office procedures

• Obtain prior authorization as needed

• EEG scheduling

• Answers telephones, takes detailed and accurate messages, and ensures messages are directed appropriately

• Provide intake paperwork (demographics, medical history list, medication list, surgeries)

• Monitor voice mail box and ensure messages are directed appropriately

• Monitor faxes and ensure they are directed appropriately

• Facilitate the ordering of prescription and refills

• Full Knowledge of front desk check in for back up

• Other tasks as assigned

Requirements:

• Previous experience working in a clinical environment with direct patient interaction required

• High school diploma or equivalent education required

• Clinical trials knowledge or experience a plus

• Exceptional customer service skills

• Positive and professional attitude

• Working knowledge of medical terminology

• Skilled in operating phones, personal computers, software and other basic IT systems

• Ability to communicate with employees, patients and other individuals in a professional and courteous manner

• Demonstrates high level of attention to ensure accuracy of reports and data

• Outstanding verbal and written communication skills

• Proficient in Microsoft Office Suite products including Excel, Word and Outlook

• Capable of working independently with minimal supervision and as part of a team