Administrative Assistant II, Outpatient Clinic

Sheppard Pratt Careers • Frederick, MD

5d • Onsite

About The Position

The Administrative Assistant II in the Outpatient Clinic plays a crucial role in the daily operations of the clinic. This position involves direct client interaction, managing administrative tasks, and supporting medical staff to ensure the smooth and efficient functioning of the clinic. The role requires a high level of organization, attention to detail, and the ability to multitask in a fast-paced healthcare environment. The Administrative Assistant will be responsible for client reception, scheduling, record keeping, and assisting with electronic health records, among other duties.

Requirements

• High school diploma is required.
• Prior experience in a health care setting is preferred, but not required.
• Commitment to excellent customer service for clients and staff.
• Work requires 1-2 years of progressively more responsible administrative experience.
• 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.
• Demonstrated attention to detail and ability to work quickly and efficiently.
• 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.
• Excellent interpersonal skills and a sense of humor is a plus.

Responsibilities

• Receive clinic clients and collect client co-payments.
• Receive and route telephone calls.
• Schedule client follow-up appointments.
• Maintain client medical records in good order, file client information, and process client and other administrative paperwork.
• Assist with the maintenance of OMHC electronic health records.
• Maintain clinic facilities for optimal and secure functioning.
• Support medical staff with receipt, logging, and distribution of faxes, medical refill, pre-authorization requests, and delivered medications.
• Provide backup assistance to Intake and other administrative staff as warranted.
• Complete insurance authorizations and eligibility checks.
• Monitor and route OMHC and/or substance use program voicemail messages.
• Schedule appointments for clients and staff.
• Manage the administrative information flow in the EHR.
• Check client eligibility status to verify insurance coverage.
• Check and verify current ITPs.
• Apply for concurrent insurance 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.
• Inventory, order, and maintain office supplies.
• 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.
• Collaborate with clinic directors on discharges and send 30-day letters to clients.
• Close charts in multiple electronic data systems.
• Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorization.
• Conduct registration and obtain all documents required to register as a client of the OMHC and addiction services.
• Receive, log, and secure all delivered medications and handle client specimens as needed.
• Perform other duties as assigned to ensure successful operation of OMHC and/or addictions services.

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: Mid Level
• Education Level: High school or GED