Intake Office Administrator

HBH Wellness; Baltimore (MD); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Competitive salary

Flexible schedule

Advancement opportunities

Training & development

Wellness resources

Job summary

HBH Wellness in Baltimore, MD is seeking an Intake Office Administrator to be the first point of contact for clients seeking wellness services.

In this fast-paced role, you will manage client intake, schedule appointments, verify insurance, and maintain confidential EHR records while ensuring HIPAA compliance and professional communication with clinicians and staff.

Qualifications

• 1–2 years of experience in a medical, behavioral health, or wellness office setting.
• Familiarity with insurance verification and prior authorizations.
• Basic knowledge of medical billing.
• Proficiency with EHR/EMR systems.
• Proficiency with Microsoft Office.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication.
• Knowledge of HIPAA and patient confidentiality.

Responsibilities

• Manage client intake process, including collecting demographic, insurance, and medical history information
• Schedule and confirm appointments, managing calendars for clinical staff
• Verify insurance eligibility and process authorizations for new and existing clients
• Maintain accurate and confidential client records in the electronic health record (EHR) system
• Answer and route incoming calls, emails, and inquiries in a timely and professional manner
• Coordinate communication between clients, clinicians, and administrative staff
• Ensure front office operations comply with HIPAA and organizational policies

Skills

Insurance verification

Prior authorizations

Medical billing basics

EHR/EMR proficiency

Microsoft Office

Organizational skills

Written communication

HIPAA compliance

Tools

EHR/EMR systems

Microsoft Office Suite

Job description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Flexible schedule
• Opportunity for advancement
• Training & development
• Wellness resources

About the Role:

HBH Wellness is looking for a motivated and compassionate Intake Office Administrator to join our team in Baltimore, MD. This is a vital front-line role where you'll be the first point of contact for clients seeking wellness services, helping to create a welcoming and organized experience from day one. If you thrive in a fast-paced healthcare environment and love making a difference, we want to hear from you!

Responsibilities:

• Manage client intake process, including collecting demographic, insurance, and medical history information
• Schedule and confirm appointments, managing calendars for clinical staff
• Verify insurance eligibility and process authorizations for new and existing clients
• Maintain accurate and confidential client records in the electronic health record (EHR) system
• Answer and route incoming calls, emails, and inquiries in a timely and professional manner
• Coordinate communication between clients, clinicians, and administrative staff
• Ensure front office operations comply with HIPAA and organizational policies

Requirements:

• 1-2 years of experience in a medical, behavioral health, or wellness office setting preferred
• Familiarity with insurance verification, prior authorizations, and medical billing basics
• Proficiency with EHR/EMR systems and Microsoft Office Suite
• Strong organizational skills with keen attention to detail
• Excellent verbal and written communication skills
• Compassionate, patient-centered demeanor with the ability to handle sensitive situations
• Knowledge of HIPAA compliance and patient confidentiality standards

About Us:

HBH Wellness is a trusted provider of behavioral health and wellness services in the Baltimore, MD community, dedicated to helping individuals achieve lasting well-being. Our clients choose us for our compassionate, client-first approach and our commitment to accessible, high-quality care. Our team members love working here because of our supportive culture, meaningful mission, and the opportunity to make a real impact every single day.