Medical Administrative Assistant

Position Summary: The Medical Administrative Assistant, FT is responsible for scheduling and interacting with consumers via telephone, face to face, and email and performing a range of duties to support the Medical Director, Deputy Director of Clinical & Crisis Services, Clinicians, and Peer Recovery Specialists. Duties include gathering required information in preparation for the consumer’s on-site appointment, providing administrative and clerical support, receiving consumers and visitors, arranging travel and correspondence, scheduling meetings, obtaining medications from the pharmacy, and conducting additional care coordination. May also be responsible for training and supervising entry-level clerical staff. Schedule for this position is Monday – Friday; 9:00am – 5:00pm.

Primary Responsibilities:

• Welcomes all consumers and visitors by greeting consumers and visitors in person or on the telephone.
• Has the responsibility to obtain benefits and request insurance authorizations for consumers.
• Handles all incoming telephone calls from consumers, makes appointments, and answers general questions and inquiries.
• Uses the electronic health record (EHR) database to refer to existing consumer information or create profiles for new consumers in the scheduling system.
• Maintains registration flow by efficiently moving consumers through the process and readying them for clinical staff using applicable systems.
• Communicates all add-ons, delays, cancellations, and “no-shows” to Medical Director, Deputy Director of Clinical & Crisis Services, and Clinicians.
• Interacts with consumers by answering questions, providing information, and keeping the reception area in order.
• Provides support to consumers in distress by responding to emergencies.
• Provides information to callers on policies and procedures, such as what is required in preparation for appointments (e.g., insurance, ID, etc.).
• Schedules to ensure efficient consumer flow based on predetermined appointment availability.
• Secures consumer information and maintains consumer confidence by completing and safeguarding medical records, completing diagnostic and procedure coding, and keeping consumer information confidential.
• Completes reminder appointments calls, follows up with consumers when they do not show for appointments, and makes calls to consumers asking if they were satisfied with the services they received.
• Maintains general filing system and files appropriate correspondence electronically or manually.
• Receives, directs, and relays telephone and fax messages.
• Generates and analyzes reports in support of departmental goals and objectives.
• Maintains inventory of supplies, anticipates office needs, and provides a list of what is needed to the Medical Director. Places orders and evaluates office products as needed.
• Performs other general administrative tasks as directed by Medical Director, Deputy Director, and Clinicians.
• Performs toxicology screens and breathalyzers as needed.

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, consumers, and visitors in a professional and courteous manner.

Education and Experience:

• High School Degree or GED required.
• Computer skills with various software – Microsoft Products proficient skills 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.
• Crisis Worker Certification preferred. Requirement to complete Crisis Worker Certification within 12 months of hire.
• Certified Clinical Medical Assistant (CCMA) preferred. Must be willing to obtain certification within 6 months to 1 year of hire.

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 shares 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.

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.

Job Type: Full-time

Pay: $24.00 per hour

Expected hours: 40 per week

Benefits:

• 403(b) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Medical administrative support: 1 year (Required)
• Medical billing: 1 year (Required)
• EHR systems: 1 year (Required)
• Computer literacy: 1 year (Required)

License/Certification:

• Certified Medical Assistant (Preferred)

Ability to Commute:

• Columbia, MD (Required)

Work Location: In person

Salary : $24