Administrative Assistant(Bilingual)

Synergy Family Services•Hyattsville, MD

1d•Onsite

About The Position

The Administrative Assistant provides administrative and operational support to the Outpatient Mental Health Clinic (OMHC) and Psychiatric Rehabilitation Program (PRP) teams. The role supports efficient daily operations by managing schedules, maintaining accurate records, coordinating appointments, responding to inquiries, preparing documentation, and facilitating communication among clinical staff, clients, and other stakeholders. The Administrative Assistant collaborates with the OMHC team to streamline workflows, protect confidential information, and support compliance with organizational policies and applicable regulatory requirements. The position helps maintain an organized, professional, and client-centered environment so clinical staff can focus on delivering mental health services. Responsibilities include creating and maintaining PRP client profiles in Credible; performing scheduled outreach and discharge follow-up calls; managing reauthorization reports, requests, submissions, and audits; coordinating requests with direct care staff; and updating authorization and payer information in Credible. For OMHC, the role schedules psychiatric and intake appointments, coordinates communications with psychiatric staff, maintains the intake spreadsheet, and manages scheduling for a clinic psychiatrist. Additional duties include monthly insurance verification, creating client profiles and referrals through the Carelon portal, mailing treatment plans and therapy status letters, fulfilling medical-record requests, monitoring administrative email accounts, managing incoming calls, and logging caller details for quality assurance.

Requirements

High school diploma or GED.
At least one year of front desk, office, clerical, or administrative experience.
Fluent in English and Spanish.
Strong communication skills.
Ability to pass a background check.
Computer skills.
CPR certification.
Strong multitasking, organizational, and teamwork abilities.

Nice To Haves

Experience in an outpatient, private practice, community-based, school-based, or Medicaid-funded behavioral-health setting.
Experience with Credible or an electronic health record (EHR).

Responsibilities

Create and maintain official profiles in Credible for external PRP clients.
Perform scheduled PRP outreach calls every Monday, Wednesday, and Friday.
Conduct three-month post-discharge follow-up calls to monitor client status and outcomes.
Extract monthly Credible reports identifying expiring reauthorizations.
Email PRP reauthorization checklist requests to clinicians and submit monthly PRP reauthorizations.
Audit current-month reauthorization submissions to ensure complete coverage and prevent authorization lapses.
Email Individual Rehabilitation Plan (IRP) priority requests and Daily Living Activities 20 (DLA-20) assessment requests to Direct Care Staff (DCS).
Update approved authorizations and payer information in Credible when authorization is received.
Schedule client psychiatric appointments by phone and respond to clinician email scheduling requests.
Coordinate email communications with psychiatric staff according to client needs.
Schedule intake appointments as appropriate and regularly update the OMHC Intake Spreadsheet.
Manage scheduling for one of the clinic's psychiatrists.
Verify client insurance monthly using the Electronic Verification System (EVS).
Create OMHC client profiles and submit referrals through the Carelon portal.
Mail Individualized Treatment Plans (ITP) and therapy status letters to clients.
Process and fulfill client medical-record requests securely and promptly.
Monitor and manage incoming communications across the main Administrative and Information email accounts.
Manage incoming administrative calls, including waitlist and transfer inquiries, and record caller details in the QA Data Collection Spreadsheet.
Perform other duties as assigned.