Administrative Assistant II, Outpatient Clinic

Sheppard Pratt Careers; Frederick (MD); On-site; USD 28,378 - 30,692; Full time

Benefits offered by this job

Tuition reimbursement

Medical, dental and vision benefits

403b retirement match

Paid time off

Employee Assistance Program

Job summary

Sheppard Pratt Careers in Maryland is seeking a detail‑oriented Administrative Assistant to support OMHC and addictions services in a busy on‑site clinic.

You will handle client scheduling, co‑payments, medical records, insurance verifications, and coordinate with providers. A high school diploma is required; 1–2 years of administrative experience in healthcare preferred. This role also offers comprehensive benefits and tuition reimbursement.

Qualifications

• High school diploma required; associates degree preferred.
• 1–2 years of progressively responsible administrative experience.
• Healthcare setting experience and patient confidentiality essential.
• Strong attention to detail and ability to multi-task.

Responsibilities

• Receive clinic clients, collect co-payments, and route calls.
• Schedule follow-up appointments and maintain medical records.
• Process insurance authorizations and verify eligibility.
• Support staff with faxes, prescription refills, and data entry.
• Close charts in multiple EHR systems and ensure timely communication.

Skills

Customer service

Multitasking

Communication

Team collaboration

Education

High school diploma

Associates degree preferred

Tools

EHR systems

Telephone systems

Office software

Job description

Locations

On-site

Hourly Range: $20.60 to $22.28 USD

Administrative

Full-Time

Description

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; 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

What you’ll get from us

• 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)

This position has a pay range of $20.60 - $22.27/hr.

What we need from you

• 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
• Work requires 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.

Why Sheppard Pratt?

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!

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.