Administrative Assistant II, Outpatient Clinic/Westminster, MD)

Sheppard Pratt Careers • Westminster, MD

1d

About The Position

The Administrative Assistant II supports the operation of an outpatient mental health clinic (OMHC) and/or addiction services. The role receives clients, collects co-payments, answers and routes calls, schedules appointments, maintains client records and electronic health records, and handles administrative paperwork. It also supports medical staff with faxes, prescription refills, prior authorizations, and delivered medications; assists with insurance eligibility and authorizations; maintains clinic facilities and office supplies; and provides backup to intake and other administrative staff as needed. The position requires professional communication, careful handling of confidential client information, attention to detail, and the ability to manage multiple tasks in a fast-paced healthcare setting.

Requirements

• High school diploma required.
• 1–2 years of progressively more responsible administrative experience.
• Commitment to excellent customer service for clients and staff.
• Experience and aptitude with computer systems and data software, such as an Electronic Health Record.
• Ability to maintain and protect client confidentiality and privacy.
• Demonstrated attention to detail and ability to work quickly and efficiently.
• Ability to multitask in a high-volume, extremely fast-paced healthcare business environment.
• Willingness to take on varied responsibilities and work as part of a team to support the overall success of the clinic.
• Excellent interpersonal skills.

Nice To Haves

• Associate degree in business administration or a related field.
• Prior experience in a healthcare setting.
• A sense of humor.

Responsibilities

• Receive clinic clients and, when needed, conduct registration and obtain documents required to register for OMHC and addiction services.
• Request, log, and secure client co-payments.
• Receive, respond to, and route incoming telephone calls; monitor and route OMHC and/or substance use program voicemail messages.
• Schedule appointments for clients and staff, print provider schedules and billing sheets, and make appointment reminder calls.
• Maintain client medical records and charts, file notes and paperwork, and manage administrative information flow in the electronic health record (EHR).
• Assist with maintenance of OMHC electronic health records and close charts in multiple electronic data systems.
• Check client eligibility and verify insurance coverage; check and verify current ITPs; and apply for concurrent insurance authorizations.
• Log and distribute incoming and outgoing faxes.
• Support medical staff by receiving, logging, and distributing faxes, medical refill and prior-authorization requests, and delivered medications.
• Collaborate with psychiatric/addiction providers to process prescription refills and prior authorizations.
• Receive, log, and secure delivered medications and handle client specimens as needed.
• Inventory, order, and maintain office supplies; help maintain clinic facilities for secure and optimal functioning.
• Respond professionally to requests from providers, clients, and other staff, and communicate critical information to staff in a timely manner.
• Collaborate with clinic directors on discharges and send 30-day letters to clients.
• Provide backup assistance to Intake and other administrative staff as warranted.
• Perform other duties as assigned to ensure successful operation of OMHC and/or addiction services.

Benefits

• Professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation.
• Medical, dental, and vision benefits for benefit-eligible positions.
• 403(b) retirement match.
• Paid time off for benefit-eligible positions.
• Complimentary Employee Assistance Program (EAP).
• Mileage reimbursement.

What This Job Offers

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