Medical Office administration
CbRockville, Maryland
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Job Description
Benefits:
- 401(k) matching
- Bonus based on performance
- Dental insurance
- Health insurance
- Paid time off
Cervello-Wellness is seeking a compassionate and highly organized Medical Office Administrator to manage the daily operations of our outpatient mental health clinic. This role is central to ensuring a seamless experience for patients, supporting providers, and maintaining compliance with healthcare and mental health regulations. The ideal candidate demonstrates professionalism, empathy, and efficiency while fostering a supportive and welcoming environment for clients and staff.
Key Responsibilities
Patient Support & Front Desk
- Greet clients in a warm, respectful, and professional manner to create a safe, welcoming environment.
- Schedule intake assessments, therapy sessions, medication management, and follow-up appointments.
- Collect intake forms, consent documentation, and ensure patient records are up to date in the EHR.
- Handle sensitive patient information with discretion and in accordance with HIPAA.
- Assist patients with insurance verification, billing questions, and payment collection.
Administrative & Office Management
- Manage daily office operations, ensuring smooth workflow for providers and clinical staff.
- Answer and route phone calls, emails, and portal messages in a timely and professional manner.
- Maintain medical and office supply inventory, ordering as needed.
- Track provider schedules, cancellations, and waitlists to maximize clinical availability.
- Support compliance with accreditation standards and healthcare regulations.
Billing & Insurance Coordination
- Verify insurance coverage, obtain prior authorizations, and manage referrals.
- Process and reconcile billing, claims submission, and follow-up on denied claims.
- Work closely with the billing team to ensure accuracy and timely reimbursement.
Clinical Team Support
- Provide scheduling and administrative support to therapists, psychiatric nurse practitioners, and other providers.
- Coordinate communication between patients and providers while maintaining confidentiality.
- Assist with documentation management, ensuring compliance with mental health regulations.
Qualifications
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in healthcare administration, psychology, or related field preferred.
- Minimum 2 years of experience in a medical or mental health office setting.
- Knowledge of behavioral health terminology, EHR systems, and insurance processes.
- Strong organizational, multitasking, and problem-solving skills.
- Excellent interpersonal and communication skills, with the ability to engage sensitively with individuals in distress.
- Familiarity with HIPAA, mental health privacy laws, and healthcare compliance regulations.
Preferred Skills
- Experience with behavioral health EHRs (e.g., SimplePractice, TherapyNotes, Valant, Athena).
- Familiarity with CPT coding for psychotherapy and psychiatric services.
- Prior experience in a mental health or counseling practice.
- Ability to remain calm and professional when handling urgent or emotionally sensitive situations.
- Bilingual skills (Spanish/English or other languages) are a plus.
Work Environment & Schedule
- Full-time position (40 hours/week) with potential for part-time consideration.
- On-site position at our outpatient clinic with standard office hours.
- Occasional evening or weekend coverage may be required based on clinic needs.
Compensation: $21.00 - $23.00 per hour
Automate your job search with Sonara.
Submit 10x as many applications with less effort than one manual application.