Front Office Asistant

Job Overview:

We are seeking a dedicated Front Office Assistant to join our team at a community-based, CARF-accredited, and state-licensed Outpatient Mental Health Center (OMHC) offering Addictions Services and a Psychiatric Rehabilitation Program in Maryland. The Front Office Assistant will play a crucial role in supporting the day-to-day operations of our office, ensuring smooth administrative workflows, and supporting our clinical and non-clinical teams to deliver high-quality care.

Key Responsibilities:

• Assisting with the daily office operations, including managing phone lines, scheduling appointments, and maintaining patient records.
• Complete and coordinate client intake
• Serve as the primary point of contact for patients, ensuring a welcoming and professional environment.
• Assist in ensuring compliance with CARF accreditation standards, state regulations, and internal policies.
• Manage medical records, ensuring confidentiality and compliance with HIPAA regulations.
• Handle correspondence, including phone calls, emails, and mail.

Duties & Responsibilities

• Welcoming and check-in consumers into the center.
• Presents a positive, professional appearance and conveys a professional demeanor in the performance of assigned duties.
• Assit with clinical and administrative functions within the office.
• Responsible for opening and/or closing the clinic on a daily basis.
• Ensuring all opening and closing checklists are completed each day.
• Handle incoming and outgoing calls, emails, faxes, and other administrative needs.
• Responsible for clinic cleanliness and coordination of repairs and maintenance.
• Responsible for following all facility, organization and department precautions and procedures in the performance of all job duties to ensure a safe work environment for self and others.
• Completes compliance requirements as needed.
• Maintains strictest confidentalilty with all Consumer and agency HIPPA information
• Performs other duties as assigned or requested.
• Enter and update consumer information in the EMR system.
• Managing the front desk and the switchboard.
• Process Medical record requests and filing in accordance with HIPPA provisions.
• Completion of the client intake process.
• Scheduling of consumer appointments for therapists, Counselors & Nurse Practitioner.
• Making reminder calls to consumers for their scheduled appointments.
• Support the office of the Program Coordinator from time to time as necessary.
• Other duties as assigned

Other Functions

There are several standard duties and responsibilities that all employees, irrespective of their role and level of seniority with the Renewing Me Behavioral Health Solutions, are expected to be familiar with and adhere to:

• Always comply with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
• Promote and comply with Renewing Me Behavioral Health Solutions policies on diversity and equality both in the delivery of services and treatment of others.
• Always ensure confidentiality, only releasing confidential information obtained during employment to those acting in an official capacity in accordance with the provision of the HIPPA regulations and all related rules and regulations.
• Comply with the Renewing Me Behavioral Health Solutions protocols on the appropriate use of telephone, email, and internet facilities.
• Comply with the principles of risk management in relation to individual and corporate responsibilities.
• Comply with Renewing Me Behavioral Health Solutions policies on diversity and equality both in the delivery of services and treatment of others.

Competencies:

• Communication Proficiency.
• Problem Solving/Analysis.
• Empathy and professionalism
• Documentation skills.

Performance Metrics for the Role - Successful completion of probation and ongoing satisfactory performance in role includes the following:

• Ensuring the authorization of all new referrals within a 24hour period.
• Adhering to all HIPPA rules.
• Providing excellent Administrative and Supervisory oversights.
• Attending all scheduled meetings with the CEO.
• Participating in and completing all allocated training.
• To pass probation, all the following conditions must be met.
• If all or some of these conditions are unmet, there may be an extension of the probationary period.

Supervisory Responsibility

No supervisory responsibility –

Work Environment

This job operates in office. This role also requires the routine use of standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. This role is located at the Renewing Me Behavioral Health corporate office in Parkville.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a part-time contractual position with the potential to transition into a full-time employee role based on performance and organizational needs. The expected schedule is Monday through Friday, 10:00 AM to 2:00 PM, totaling 20 hours per week..

Travel

N/A

Required Education and Experience

Qualifications:

• High school diploma or equivalent (Associate degree preferred).
• Minimum of 2 years of experience in a medical office, preferably in mental health or addiction services.
• Knowledge of office management systems and procedures, including EMR/EHR software.
• Familiarity with CARF standards and state licensing requirements is a plus.
• Strong organizational skills and attention to detail.
• Excellent communication and customer service skills.
• Ability to multitask and manage time effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Additional Eligibility Qualifications

• Excellent people skills, with an ability to partner with a dynamic leadership team.
• Possess personal qualities of integrity, credibility, and commitment to the corporate mission.
• Flexible and able to multitask; can work within an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrated resourcefulness in setting priorities and guiding investment in people and systems.
• Demonstrate a high level of integrity, patience, compassion, care, and professionalism in dealing with pressure, unpredictable and sensitive situations in relation to Consumer care.

AAP/EEO Statement

Renewing me Behavioral health solution provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. This Job description is not exhaustive and as such the post holder is expected to be flexible. Any changes will only be made following a discussion with the postholder.