OMHC & PRP Administrative Coordinator

Divine Help Services, Inc.; Baltimore (MD); Vor Ort; USD 45.000 - 65.000; Vollzeit

Benefits dieser Stelle

Competitive pay

Generous PTO

Office snacks & meals

Career growth

Office amenities

Zusammenfassung

Divine Health Systems Inc. is seeking an organized Administrative Coordinator to oversee daily OMHC & PRP administrative operations in our Baltimore clinic. You will coordinate patient intake, referrals, insurance authorizations, scheduling, and record management while ensuring HIPAA confidentiality and regulatory compliance.

The role requires strong communication, meticulous documentation, and the ability to manage multiple tasks with deadlines in a fast-paced outpatient setting.

Qualifikationen

• High school diploma or GED required; associate degree preferred in healthcare/administration.
• At least 1 year of administrative, office coordination, or healthcare experience.
• Excellent typing, data entry, and documentation skills with attention to detail.
• Strong verbal and written communication and ability to handle confidential information.

Aufgaben

• Handle patient intake & registration, coordinate referrals, and maintain records.
• Verify insurance eligibility and assist with authorizations.
• Schedule appointments and coordinate communication among patients, clinicians, and staff.
• Maintain electronic and paper filing systems and monitor deadlines.
• Support onboarding, audits, and quality assurance activities.

Kenntnisse

Typing / data entry

Documentation

Verbal communication

Written communication

Organization

Ausbildung

Associate's degree in Healthcare Administration

High school diploma or GED

Tools

Google Sheets

Google Drive

Microsoft Word

Excel

Outlook

EHR systems

Jobbeschreibung

OMHC & PRP Administrative CoordinatorDivine Health Systems Inc.Job Type: Full-Time | On-SiteDepartment: Outpatient Mental Health Clinic (OMHC) & Psychiatric Rehabilitation Program (PRP)Reports To: Program DirectorJob SummaryDivine Health Systems Inc. is seeking a highly organized, detail-oriented, and dependable OMHC & PRP Administrative Coordinator to oversee daily administrative operations and support the coordination of patient services across our Outpatient Mental Health Clinic (OMHC) and Psychiatric Rehabilitation Program (PRP).The ideal candidate will have excellent organizational, communication, and documentation skills, with the ability to manage multiple responsibilities, monitor deadlines, and follow up with staff to ensure tasks are completed accurately and on time.This position plays an important role in coordinating patient referrals, intake documentation, insurance authorizations, staff assignments, appointment scheduling, and patient record management while maintaining strict confidentiality and compliance with HIPAA regulations.Responsibilities and DutiesPatient Intake & RegistrationReceive and process patient referrals from clinicians and other referral sources.Coordinate patient registration and ensure demographic and intake information is accurately entered into the Clinic Tracker or Electronic Health Record (EHR).Prepare, review, and organize required intake paperwork, consent forms, and assessment documentation.Ensure all required adult and minor intake packages are completed and properly filed.Follow up with patients, clinicians, and staff regarding missing or incomplete documentation.Maintain accurate and organized electronic patient records.Insurance Verification & AuthorizationsVerify patient insurance eligibility, coverage, and benefits.Coordinate and submit authorization requests through Carelon and other applicable insurance providers.Track authorization approval status, start dates, expiration dates, and renewal deadlines.Follow up on pending authorizations, denials, and incomplete submissions.Maintain an updated authorization tracking system to prevent delays or interruptions in patient services.OMHC Administrative CoordinationSchedule and confirm patient appointments with clinicians and providers.Maintain provider schedules and assist with appointment changes and cancellations.Answer incoming calls, respond to emails, and assist patients with general inquiries.Coordinate communication between patients, clinicians, and administrative staff.Support patient registration, insurance verification, and medical record requests.Monitor outstanding administrative tasks and ensure timely follow-up.PRP Staff Coordination & Documentation TrackingCoordinate the assignment of authorized PRP clients to Direct Care Associates (DCAs) and Rehabilitation Specialists (RS).Maintain accurate staff assignment records and patient tracking spreadsheets.Monitor Individual Rehabilitation Plan (IRP) completion deadlines and follow up with assigned Rehabilitation Specialists.Track the submission of DCA encounter notes and notify staff of outstanding documentation.Coordinate documentation review requests and follow up on corrections and approvals.Monitor monthly summaries, Rehabilitation Specialist reviews, and required signatures.Communicate with staff to ensure administrative requirements are completed within established deadlines.Escalate overdue documentation or unresolved issues to management.Administrative Operations & ReportingMaintain and update internal patient workflow trackers using Google Sheets, Google Drive, and other approved systems.Monitor patient progress through the administrative workflow, from referral and intake through authorization, staff assignment, and documentation completion.Prepare daily or weekly reports identifying pending authorizations, incomplete intake packets, overdue IRPs, and outstanding documentation.Follow up with employees regarding assigned tasks and deadlines.Maintain organized electronic and paper filing systems.Assist with staff onboarding documentation and general office administration.Support internal audits and quality assurance activities.Maintain confidentiality and comply with HIPAA regulations and company policies.Perform other administrative duties as assigned.Qualifications and SkillsHigh school diploma or GED required; Associate's degree in Healthcare Administration, Business Administration, or a related field preferred.Minimum of 1 year of administrative, office coordination, or healthcare-related experience.Excellent typing, data entry, and documentation skills with strong attention to detail.Strong verbal and written communication skills.Proficiency in Google Sheets, Google Drive, Microsoft Word, Excel, Outlook, and electronic health record systems.Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.Strong organizational and problem-solving skills.Ability to work independently and follow up consistently with staff.Professional attitude and excellent customer service skills.Ability to maintain confidentiality when handling sensitive patient information.Preferred QualificationsPrevious experience in a behavioral health, mental health, or healthcare administrative setting.Familiarity with Maryland Medicaid, Carelon, OMHC, or PRP services.Experience with insurance verification, prior authorizations, and patient intake.Experience coordinating staff assignments and tracking clinical documentation.Knowledge of HIPAA regulations and healthcare documentation requirements.Experience creating and maintaining administrative trackers, spreadsheets, and reports.Physical RequirementsAbility to sit for extended periods.Ability to lift up to 20 pounds occasionally.Frequent use of computers, telephones, and office equipment.Employee RequirementsEmployment is contingent upon successfully completing:Criminal Background CheckReference VerificationEmployment Eligibility Verification (I-9)Drug Screening (if required by company policy)Company Benefits and PerksCompetitive PayGenerous time-off policyFood in the office (i.e., stocked break room, catered lunch, etc.)Supportive company culture and team activitiesOffice amenitiesOpportunities for professional growth and developmentAdditional Position ExpectationsThe Administrative Coordinator is expected to maintain accurate records, communicate effectively with staff, and proactively identify outstanding administrative tasks to support smooth daily operations.This is an administrative coordination position. Clinical assessments, treatment decisions, IRP approvals, encounter note approvals, and clinical supervision remain the responsibility of appropriately qualified clinical professionals.E04JI802nbp4409g1hv