Administrative Assistant I, Outpatient Clinic (Grant-Funded)

Sheppard Pratt • Gaithersburg, MD

2d • Onsite

About The Position

This position is supported by grant funding, expected to end September 2026. Continued employment past September 2026 is not guaranteed and is contingent upon funding at that time. The primary responsibilities include receiving clinic clients, collecting client co-payments, and routing telephone calls. The role also involves scheduling client follow-up appointments, maintaining client medical records (EHR) in good order, filing client information, and processing client and other administrative paperwork. Additionally, the position assists with the maintenance of clinic electronic health records and ensures the clinic facilities are maintained for optimal and secure functioning. Backup assistance to other administrative staff is also a responsibility. Additional duties include greeting clients, monitoring and routing voicemail, pulling and filing charts, checking client eligibility and authorizations, logging and distributing faxes, receiving and securing co-payments, printing schedules and billing sheets, making appointment reminder calls, responding to requests professionally, communicating critical information, closing charts, receiving and securing medications, and performing other duties as assigned.

Requirements

• High school diploma is required.
• Previous experience and aptitude with computer systems and data software such as an Electronic Health Record and the ability to maintain and protect client confidentiality and privacy is essential.
• Ability to multi-task in a high volume, extremely fast-paced health care business environment.
• Demonstrated willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic.

Nice To Haves

• An Associates Degree in business administration or related field is preferred.
• Previous experience in a health care setting is preferred but not required.
• Excellent interpersonal skills and a sense of humor is a plus.

Responsibilities

• Receive clinic clients; collect client co-payments; receive and route telephone calls.
• Schedule client follow-up appointments.
• Maintain client medical records (EHR) in good order; file client information; process client and other administrative paperwork.
• Assist with maintenance of clinic electronic health records.
• Maintain clinic facilities for optimal and secure functioning.
• Provide backup assistance to other administrative staff as warranted.
• Greet clients in person and on the phone with exceptional customer service
• Monitor and route clinic voicemail messages
• Schedule appointments for clients and staff
• Pull and file charts and paperwork for doctors
• Check client eligibility status to verify insurance coverage
• Check and verify current ITPs and authorizations
• Log and distribute incoming and outgoing faxes
• Request, log, and secure client co-payments
• Receive, respond and/or route incoming phone calls
• Print provider schedules and billing sheets
• Make appointment reminder calls
• Respond to all requests from providers, clients and other staff in a professional manner
• Communicate critical information to staff in a timely manner
• File all notes and papers in client charts
• Close charts in multiple electronic data systems
• Receive, log, and secure all delivered medications
• All other duties as assigned to ensure successful operation of the clinic

Benefits

• A commitment to professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation
• Comprehensive medical, dental and vision benefits for benefit eligible positions
• 403b retirement match
• Generous paid-time-off for benefit eligible positions
• Complimentary Employee Assistance Program (EAP)
• Generous mileage reimbursement program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED