Grassroots has an opening for OMHC Medical Administrative Assistant which is responsible for scheduling and interacting with patients via telephone, face to face, email, and performs a range of duties which includes gathering required information in preparation for the patient’s on-site appointment or virtual appointment. To provide support for Medical Director, Deputy Director of SUD, Clinicians, Peer Recovery Specialists by providing administrative support, clerical support, receiving clients and visitors, arranging travel and correspondence, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff. Schedule for this position: Monday – Friday 9:00am – 5:00pm.

Qualified candidates for this position must have:

• High School Degree or GED required.
• Bachelor’s Degree from an accredited school with a minimum of 120 college credits in Social Work or mental health related field preferred.
• One year of community mental health experience desired or lived experience.
• Computer skills with various software – Microsoft Products proficient skills required.
• Crisis Worker Certification preferred. Requirement to complete Crisis Worker Certification within 12 months of hire.

Position Responsibilities:

• Welcomes all patients and visitors by greeting patients and visitors in person or on the telephone.
• Handles all incoming telephone calls from clients, makes appointments, and answers general questions and inquiries.
• Uses computer systems to refer to existing client information or set up new clients in the scheduling tool. Provides clients with available timeslots not allowing clients to give times they are available to ensure full use of the Medical provider and Clinicians timeslots.
• Maintains registration flow by efficiently moving patients through the process and readying them for clinical staff using Credible and ICarol systems.
• Communicates all add-ons, delays, cancellations, and “no-shows” to Medical Director, Deputy Director of SUD, and Clinicians.
• Interacts with clients by answering questions, providing information, and keeping the Reception area in order. Provides support to clients in distress by responding to emergencies.
• Responsible for inputting very detailed information on the client using a variety of computer screens. After completion of the call and input of the client information, representative checks records verifying the details entered and adds any additional notes that may be necessary.
• Provides information to callers on practice policies and procedures such as what is required following using proper encounter codes, in preparation for appointment (insurance, id, etc.).
• Schedules to ensure efficient patient flow based on predetermined appointment availability.
• Secures client information and maintains client confidence by completing and safeguarding medical records, completing diagnostic and procedure coding, and keeping client information confidential.
• Complete reminder appointments calls, follows up with clients when they are a no show for an appointment and may make calls to clients asking if they were satisfied with the service they received.
• Maintains general filing system and files appropriate correspondence electronically or manually.
• Receives, directs, and relays telephone and fax messages.
• Responsible for report generation and analysis in support of departmental goals and objectives.
• Responds to calls efficiently, not put time saving before quality of service.
• Maintain inventories of supplies and provides a list of what is needed to the Medical Director.
• Must be able to cover Medical Reception/Call Center desk as needed.
• Performs other general administrative tasks as directed by team lead.
• Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Perform measuring and recording of vital signs, toxicology screens, and breathalyzers as needed.

Skills and Abilities:

• Ability to work independently with confidence, as well as work as an integral part of a team of professionals.
• Must be mature, empathetic; flexible and adaptable to varying situations and coverage needs.
• Skilled in the use of technology including telephones, computers (PC), laptops, software and email.
• Excellent oral and written communication skills.
• Ability to function successfully in an environment requiring immediate response to urgent situations.
• Knowledge of and familiarity with local and statewide community resources.
• Analytical and problem-solving skills.
• Manages multiple tasks at one time; quickly and accurately shifts attention among multiple tasks under distracting conditions without loss of accuracy or appearance of frustration.
• Reads, writes and speaks fluent English in order to convey information and ideas effectively. Demonstrates exceptionally strong written and verbal communication skills. Ability to prepare concise and accurate records and reports.
• Demonstrates a systematic approach in carrying out tasks and assignments.
• Willing to work with others, collaborating and compromising where necessary; promptly share relevant information with others.
• Is open to changing situations and opportunities and is willing to perform all tasks assigned.
• Maintains a positive outlook, rebounds quickly from frustrations and unpleasantness, and maintains composure and friendly demeanor while dealing with stressful situations.

Agency-wide Responsibilities:

• Reads 100% of all email communications and responds to emails in a timely manner during their shifts.
• Participates in supervision, in-service training, and staff meetings.
• Maintains good working relationships with co-workers and positively contributes to group morale.
• Completes all administrative duties including time sheets, leave requests, etc.
• Participates in special task forces, committees, or special projects as needed.
• Uses appropriate channels of communication to resolve conflicts with other staff.
• Interacts with staff, clients, and visitors in a professional and courteous manner.

Work Conditions:

• Hours are flexible to meet program needs.
• Some walking, telephonic work, standing, climbing stairs and sitting required.
• Must be able to lift 25lbs.

Supplemental Grassroots Rewards & Incentives:

Grassroots offers to pay 100% of the expenses for its employees wishing to take advantage in the following areas:

· Licensure and/or Renewal (ex. Clinical, Nursing, Medical, etc.)

· CEUs

· Professional Trainings and/or Conferences

· Field Certifications

· Automatic wage increases for Certifications achieved while employed.

· $250 Hiring Bonus for full completion of Onboarding and HR trainings. – w/stipulation that they are completed as scheduled by Grassroots.

· $500 Retention Bonus – w/ stipulation that the employee is in positive standing and meets probation.

· Small Loan Option at 0% Interest for 1 year

We do not offer Tuition Reimbursement. This is strictly funding available for professional development and/or training.

**All incentives and/rewards are subject to the employee meeting the required policies and procedures, including, but not limited to, agency’s 3-month probationary period, performance metrics, and/or signed agreements prior to registration and authorization by Grassroots leadership**

Job Type: Full-time

Pay: $23.00 per hour

Expected hours: 40 per week

Benefits:

• 403(b) matching
• Bereavement leave
• Dental insurance
• Dependent health insurance coverage
• Employee assistance program
• Financial planning services
• Health insurance
• Life insurance
• Loan assistance
• Loan forgiveness
• Loan repayment program
• On-the-job training
• Opportunities for advancement
• Paid jury duty
• Paid sick time
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Healthcare setting:

• Clinic
• JCAHO accredited facility
• Low acuity unit
• Outpatient

Medical specialties:

• Addiction Medicine
• Internal Medicine
• Primary Care
• Psychiatry
• Public Health
• Urgent Care

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday

Education:

• High school or equivalent (Required)

Experience:

• Medical administrative support: 1 year (Required)
• Microsoft Office: 1 year (Required)
• Customer service: 1 year (Required)
• Medical office management: 1 year (Required)

Ability to Commute:

• Columbia, MD 21045 (Required)

Ability to Relocate:

• Columbia, MD 21045: Relocate before starting work (Required)

Work Location: In person