Administrative Assistant(Bilingual)

Synergy Family Services•Hyattsville, MD

2d•Onsite

About The Position

The Administrative Assistant provides administrative and operational support to the Outpatient Mental Health Clinic (OMHC) and Psychiatric Rehabilitation Program (PRP), helping coordinate daily operations and communication among clinical staff, clients, and other stakeholders. The role manages schedules, records, appointments, inquiries, and documentation while maintaining confidentiality and following organizational policies and applicable regulatory requirements. The position supports a professional, organized, client-centered environment so clinical staff can focus on providing mental health services. For the PRP, the Administrative Assistant creates and maintains client profiles in Credible, conducts scheduled outreach and discharge follow-up calls, manages reauthorization processes and audits, and coordinates requests and updates with clinicians, direct care staff, and payers. For the OMHC, the role schedules psychiatric and intake appointments, verifies insurance, creates profiles and submits referrals, mails treatment plans and status letters, processes medical-record requests, and manages administrative communications and call logs.

Requirements

High school diploma or GED.
At least one year of front desk, office, clerical, or administrative experience.
Fluency 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 external client profiles in Credible for the Psychiatric Rehabilitation Program.
Make 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 reauthorizations that are expiring.
Email PRP reauthorization checklist requests to clinicians and submit monthly PRP reauthorizations.
Audit current-month reauthorization submissions for complete coverage and to prevent lapsed authorizations.
Email Individual Rehabilitation Plan (IRP) priority requests and Daily Living Activities 20 (DLA-20) assessment requests to Direct Care Staff.
Update approved authorizations and payer information in Credible when authorizations are 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 appropriate client intake appointments 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 (ITPs) and therapy status letters to clients.
Process and fulfill client medical-record requests securely and promptly.
Monitor and manage incoming communications in the main Administrative and Information email accounts.
Manage incoming administrative calls, including waitlist and transfer inquiries, and log caller details in the QA Data Collection Spreadsheet.
Perform other duties as assigned.