Outpatient Operations Administrator

ASHLEY, INC.•Bel Air, MD

5d•$0 - $26

About The Position

The Outpatient Operations Administrator provides hands-on oversight and coordination of daily administrative office operations to support a positive patient experience and efficient workflows. The role supports the Clinical Supervisor and clinical and medical teams while overseeing administrative staff, patient registration, scheduling, supplies, and operational follow-through. The position oversees front-office operations and administrative workflows, supports clinical and medical administrative needs, manages authorized laboratory order entry and follow-up, coordinates supplies and patient-payment collection activities, and supervises administrative assistants and transportation staff. It promotes patient safety and engagement, protects patient confidentiality, and follows organizational policies. Clinical assessments, medication guidance, and order authorization remain the responsibility of appropriately licensed staff. This is an essential or critical position that may require reporting to work according to Ashley, Inc.’s business needs. Untraditional hours may include weekends, evenings, observed holidays, and nights.

Requirements

High school diploma or equivalent.
Three or more years of healthcare administrative or medical office experience.
Prior supervisory or team-lead experience.
Proficiency with electronic health records, scheduling systems, and Microsoft Office.
Strong organizational, communication, customer-service, and problem-solving skills.
CPR certification.

Nice To Haves

A degree in healthcare administration, business, or a related field.
Behavioral health or substance-use-disorder experience.

Responsibilities

Provide daily oversight of reception, patient check-in, scheduling, and administrative coverage.
Promote patient safety, a positive patient experience, and consistent engagement by monitoring patient well-being and responding promptly to needs.
Track tasks and ensure follow-through and accountability for outstanding administrative and operational items.
Coordinate schedules, staffing logistics, office needs, and administrative and transportation workflows.
Support clinical and medical administrative needs, including order requests, referrals, records requests, and related documentation.
Enter laboratory orders for authorized provider orders and maintain related administrative tracking and follow-up.
Answer and route telephone calls, address administrative questions, and escalate clinical concerns or urgent requests according to established procedures.
Coordinate new-patient paperwork and registration, ensuring demographic information, insurance details, consents, and required documents are complete and accurately entered.
Manage office, clinical, and medical supplies, including inventory, purchase requests for approved purchases and patient meals, and delivery tracking.
Supervise administrative assistants and transportation staff; coordinate work assignments and training; and manage their timecards.
Partner with the Clinical Supervisor on staff supervision matters, performance follow-up, and communication.
Oversee staff patient-payment collection activities and partner with Revenue Cycle Management on reporting, payment reconciliation, and collection-related concerns.
Identify operational inconsistencies, resolve routine issues, and escalate concerns appropriately.
Protect patient confidentiality and follow organizational policies.