Administrative Assistant II, Outpatient Clinic/Westminster, MD)

Primary responsibilities include:

• Receive clinic clients; collect client co-payments; receive and route telephone calls
• Schedule client follow-up appointments
• Maintain client medical records in good order; file client information; process client and other administrative paperwork
• Assist with maintenance of OMHC electronic health records
• Maintain clinic facilities for optimal and secure functioning
• Support medical staff with receipt, logging, and distribution of faxes, medical refill, pre-authorization requests, and delivered medications
• Provide backup assistance to Intake and other administrative staff as warranted; (8) Complete insurance authorizations and eligibility checks

Specific responsibilities include:

•  Monitor and route OMHC and/or substance use program voicemail messages
• Schedule appointments for clients and staff
• Manage the administrative information flow in the EHR
• Check client eligibility status to verify insurance coverage
• Check and verify current ITPs
• Apply for concurrent insurance authorizations
• Log and distribute incoming and outgoing faxes
• Request, log, and secure client co-payments
• Receive, respond and/or route incoming phone calls
• Print provider schedules and billing sheets
• Make appointment reminder calls
• Inventory, order, and maintain office supplies
• Respond to all requests from providers, clients and other staff in a professional manner
• Communicate critical information to staff in a timely manner
• File all notes and papers in client charts
• Collaborate with clinic directors on discharges and send 30 day letters to clients.
• Close charts in multiple electronic data systems
• Collaborate with psychiatric/addiction provider(s) to process prescription refills and prior authorization
• May conduct registration and obtain all documents required to register as a client of the OMHC and addiction services.
• Receive, log, and secure all delivered medications and handle client specimens as needed.
• All other duties as assigned to ensure successful operation of OMHC and/or addictions services

At Sheppard Pratt, you will work alongside a multi-disciplined team led by a bold vision to change lives. We offer:

• A commitment to professional development, including a comprehensive tuition reimbursement program to support ongoing education and licensure and/or certification preparation
• Comprehensive medical, dental and vision benefits for benefit eligible positions
• 403b retirement match
• Generous paid-time-off for benefit eligible positions
• Complimentary Employee Assistance Program (EAP)
• Generous mileage reimbursement program

• High school diploma is required. An Associates Degree in business administration or related field is preferred.
• Prior experience in a health care setting is preferred, but not required.
• Commitment to excellent customer service for clients and staff
• 1-2 years of progressively more responsible administrative experience
• Previous experience and aptitude with computer systems and data software such as an Electronic Health Record and the ability to maintain and protect client confidentiality and privacy is essential.
• Demonstrated attention to detail and ability to work quickly and efficiently
• Ability to multi-task in a high volume, extremely fast-paced health care business environment. Demonstrated willingness to take on varied responsibilities and work as part of a team to ensure the overall success of the Clinic. Excellent interpersonal skills and a sense of humor is a plus.

At Sheppard Pratt, we are more than just a workplace. We are a community of healthcare professionals who are dedicated to providing hope and healing to individuals facing life’s challenges. Join us and be a part of a mission that changes lives! 

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