Practice Coordinator (Bilingual Spanish)

Advanced Behavioral Health, Inc. • Gaithersburg, MD

11d • $21 - $25 • Onsite

About The Position

Advanced Behavioral Health, Inc. is seeking a Bilingual Practice Coordinator to manage the non-clinical administrative aspects of patient encounters, from greeting patients through accurate data entry. The role supports a family-centered mental health program providing psychiatry, off-site counseling, on-site therapy, and therapeutic mentoring. The position is based in Gaithersburg, Maryland, and pays $20.50–$25.00 per hour. Workdays are eight hours, totaling 40 hours per week; the office is open from 8:30 a.m. to 7:00 p.m., and some schedules may vary.

The coordinator provides front-desk and patient support, manages appointment scheduling and records in the electronic medical records system, verifies authorization and insurance information, assists with medication refill and prior authorization processes, and coordinates referral tracking and communications. The position also includes taking and recording vital signs, maintaining confidentiality and regulatory compliance, and supporting clinic operations.

Requirements

• Associate degree, equivalent work experience, or certification in a health-related field.
• At least five years of experience directly related to the stated duties and responsibilities.
• Ability to take vital signs.
• Bilingual English/Spanish ability.
• Excellent customer service and verbal and written communication skills.
• Experience with multi-line telephone systems.
• Ability to work well as part of a team.
• Basic knowledge of healthcare insurance claims, referral processing, patient responsibility, and how deductibles and co-pays factor in.
• Basic computer literacy and ability to operate standard office equipment, including computers, telephone systems, calculators, copiers, and facsimile machines.
• Ability to work in an organized manner and multitask in a fast-paced environment.

Nice To Haves

• Experience working in a healthcare setting in a customer service role.
• Experience working with an electronic medical records/scheduling system.

Responsibilities

• Comply with CARF, COMAR, HIPPA, and state compliance regulations.
• Greet and check in patients for appointments and maintain a clean, professional front-desk environment.
• Make patient reminder calls 48 hours before appointments with doctors and Nurse Practitioners.
• Verify current and valid authorization information in the EMR 48 hours before scheduled appointments, and verify insurance eligibility and collect co-pays for applicable patients.
• Schedule future appointments accurately in the EMR.
• Contact patients who miss appointments, monitor and track no-shows, and enter data into the system.
• Create new-patient medical records in the EMR and upload and record authorization information.
• Manage and process medication refill requests according to company protocols, and complete medication prior authorizations required by Maryland Medicaid through paperwork and/or calls to insurance companies.
• Complete daily authorization updates in the EMR and notify Site Directors and Therapists of patient authorization status.
• Prepare off-work or off-school notes for patients attending scheduled appointments when requested.
• Take and record vital signs.
• Assist the Medical Director with administrative duties.
• Coordinate with the Site Director and Therapists to ensure cases are regularly assigned and discharged.
• Serve as the primary point of contact for referring vendors and communicate referral status throughout the referral process.
• Conduct ongoing compliance checks of intake and consent forms in the EMR.
• Scan and upload referral documents to clients' EMR charts upon completion of referral.
• Maintain the referral log or tracking system and distribute information to the appropriate provider and/or department.
• Complete and report the end-of-month patient referral tally to supervisors and the Site Director.
• Maintain confidentiality of client, staff, and agency information.
• Respond to communications from clients and families, referral sources, and ABH staff within 24 hours or the next business day.
• Sort and distribute clinic mail and correspondence.
• Assist with workload at other office locations as needed.
• Assist prescribers as needed.
• Provide backup support to the Facilities Manager for ordering office supplies.
• Perform other duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• 401(k) retirement plan with employer match.
• Dependent Care Flexible Spending Accounts (FSAs).
• Voluntary term life insurance.
• Employer-paid basic life insurance, short-term disability, and long-term disability.
• Voluntary accident, cancer, critical illness, and hospital confinement insurance policies.
• Employee Assistance Program (EAP).
• Paid holidays, PTO accruals, floating holiday, paid birthday, and wellness day.
• Paid lunch break.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree