Part time Office Assistant

Job Title: Part-Time Office Assistant (Outpatient Mental Health Clinic)
Location: Sound Wellness Center – Owings Mills, MD 21117
Job Type: W2 or 1099 (24 hours/week) 11am to 8pm with one hour break

Schedule:

• Wednesday: 11:00 AM – 8:00 PM with one hour break
• Thursday: 11:00 AM - 8:00PM with one hour break
• Friday: 11:00 AM – 8:00 PM with one hour break
• Pay Rate: $17.00 – $18.00 per hour (commensurate with experience)

About Us

Sound Wellness Center is a growing, client-centered outpatient mental health clinic providing comprehensive care and support to our community.

We are currently seeking a Part-Time Office Assistant with a strong background in mental health clinical administration to support our team. This position is key to ensuring smooth daily operations at our clinic.

***Medical Office front desk, or receptionist experience is required***.

Please DO NOT apply if you do not have prior office-related experience.

***Previous experience working in an outpatient mental health clinic is highly preferred***.

Front Desk / Office Assistant Expectations

Job Summary:

The Office Assistant at Sound Wellness Center is responsible for providing administrative support to ensure efficient operation of the office. This role involves scheduling appointments, managing patient records, coordinating with providers, handling insurance information, and assisting patients with their inquiries. The ideal candidate should have strong organizational and communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Responsibilities:

• Schedule new and follow-up patient appointments, including cancellations and rescheduling.
• Collect and verify insurance information, complete patient registration in Tebra (Kareo), and collect copays.
• Review daily reports from the team, Billing Team, and collaborate via WhatsApp regarding appointment changes, payment discrepancies, Insurance eligibility, and patients’ billing issues/inquiries.
• Contact patients to reschedule doctor’s visits or tests as necessary.
• Answer incoming calls and provide patients with appropriate information.
• Check voicemail daily and return patient calls within 24 hours.
• Coordinate with patients and referring providers to obtain outside medical records.
• Send medical records when requested and notify the team via email upon completion.
• Ensure all relevant outside medical records are received and scanned into Tebra before new patient appointments.
• Provide providers with medical records in advance, as per protocol.
• Enter baseline labs in Tebra for all new patients and send intake forms to new and established patients.
• Refer patients to appropriate resources and clinical areas.
• Send out letters and necessary information to referring physicians.
• Collaborate with providers to complete and process patient-requested forms and letters, such as medication school forms, Short-Term Disability, Workers' Compensation, Medical Family Medical Leave, TDAP 500C forms, Home & Hospital Forms, etc.
• Scan all completed forms including labs and letters into Tebra.
• Enter and route patient phone messages to the appropriate provider.
• Print and send patient letters as necessary.
• Document inbound and outbound patient communication.
• Send email appointment confirmations after scheduling.
• Act as a liaison for patients, coordinating consultations, lab tests, and pharmacogenetic testing.
• Gather information for prescription requests and route them to the appropriate provider.
• Complete prior authorization requests through "Cover My Meds." and calling Medicaid for PA approval
• Assist patients with medication-related issues, coordinate with pharmacies, and provide GoodRx coupons when applicable.
• Perform additional duties as assigned.

Training Requirements:

• Meet with the Office Administrator weekly as needed for questions to improve record management systems.
• Participate in any recommended training sessions by Sound Wellness Center.

Skills & Qualifications:

• Education: High school diploma required (college coursework/degree preferred).
• Strong written and verbal communication skills with exceptional attention to detail.
• Excellent organizational and time management skills.
• Proficiency in Microsoft Office applications, especially Excel and google workspace.
• Ability to multitask and adapt to a fast-paced environment.
• Experience with working in the medical office arena and patient scheduling is a plus.
• Knowledge of insurance verification and prior authorizations is desirable.

Additional Requirements:

• Strong customer service skills with a professional and friendly demeanor.
• Dependability and ability to work both independently and as part of a team.
• Excellent telephone and administrative writing skills.

Job Type: Part-time

Pay: $17.00 - $18.00 per hour

Work Location: In person

Salary : $17 - $18