Practice Coordinator (Bilingual Spanish Preferred)

Advanced Behavioral Health, Inc. • Gaithersburg, MD

12d • $21 - $25 • Onsite

About The Position

Advanced Behavioral Health, Inc. is seeking a 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 offering 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; office hours are 8:30 a.m. to 7:00 p.m., and schedules may vary.

The coordinator handles front-desk operations, appointment and referral workflows, insurance and authorization checks, electronic medical record updates, and communication with patients, families, providers, referral sources, and staff. The position also includes taking and recording vital signs, supporting the Medical Director, maintaining confidentiality and compliance, and assisting other office locations as needed.

Advanced Behavioral Health is committed to diversity and equal opportunity employment and states that it does not discriminate on the listed protected bases in hiring or other employment practices.

Requirements

• Associate degree, equivalent work experience, or certification in a health-related field.
• At least five years of experience directly related to the specified duties and responsibilities.
• Ability to take vital signs.
• 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, deductibles, and co-pays.
• 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

• Bilingual in English and Spanish.
• Experience working in a healthcare setting in a customer service role.
• Experience working with an electronic medical records or scheduling system.

Responsibilities

• Comply with CARF, COMAR, HIPAA, 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 patient authorizations in the EMR 48 hours before appointments; obtain and verify insurance eligibility and collect applicable co-pays.
• Schedule future appointments accurately in the EMR.
• Contact patients who miss appointments, monitor and track no-shows, and enter related data into the system.
• Create new-patient medical records in the EMR and upload and record authorization information.
• Manage medication refill requests according to company protocols and complete medication prior authorizations as required by Maryland Medicaid.
• Update authorizations in the EMR daily and notify Site Directors and Therapists of patient authorization status.
• Prepare requested off-work or off-school notes for patients attending appointments.
• Take and record vital signs.
• Assist the Medical Director with administrative duties.
• Coordinate with the Site Director and Therapists to ensure cases are assigned and discharged regularly.
• Serve as the primary 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 client EMR charts upon completion of referrals.
• Maintain the referral log or tracking system and distribute referrals to the appropriate provider or department.
• Complete and report the monthly patient referral tally to supervisors and the Site Director.
• Maintain confidentiality of client, staff, and agency information.
• Respond to communications from clients, 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 back-up 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