Medical Office administration
MIMI JIMENEZ
Rockville, MD
Full-time
25–28 an hour
Apply Now
via Indeed
Benefits
Paid Time Off
Health Insurance
Dental Coverage
Job Description
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 3 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.
Patient access and scheduling
• Appointment scheduling mastery (new patient intakes, follow-ups, recurring therapy, psychiatry med checks, group sessions)
• Calendar coordination across multiple clinicians and locations (in-person + telehealth)
• Managing cancellations/no-shows professionally (waitlists, rescheduling, reminder workflows)
• Basic triage routing (knowing what goes to clinician vs billing vs clinical supervisor)
Communication and customer service
• Warm, professional phone skills (high call volume, emotional callers, anxious or frustrated patients)
• Clear written communication (portal messages, email, letters, referral follow-ups)
• Conflict management and calm demeanor
• Strong boundaries (supportive, but not providing clinical advice)
Documentation and data accuracy
• Accurate data entry (demographics, insurance, consents, ROI forms)
• Attention to detail with names, DOBs, plan IDs, authorization #s, provider NPIs, etc.
• Document handling (scanning/uploading, indexing correctly in the chart)
Technology proficiency
• Comfort with EHR/EMR systems and practice management tools (scheduling, messaging, document storage)
• Microsoft Office / Google Workspace (spreadsheets, templates, forms)
• Phone systems and secure messaging/patient portals
• Telehealth platform support (helping patients connect, troubleshooting basics)
Insurance verification and basic billing support
• Eligibility verification (coverage dates, copays/coinsurance, deductibles, payer requirements)
• Understanding referrals and prior authorizations (at least the workflow, even if a biller handles final submission)
• Collecting copays / balances and explaining payment policies clearly and tactfully
Professionalism and reliability
• Confidentiality and discretion
• Time management and punctuality (front desk roles are interruption-heavy)
• Teamwork with clinicians, billers, and supervisors
High-level privacy and consent awareness
Behavioral health records are often more sensitive than general medical records, so practices typically require:
• Strong understanding of HIPAA privacy practices (minimum necessary, verification before releasing info)
• Comfort with Release of Information (ROI) workflows (what can/can’t be shared, documenting consent)
• Extra caution with voicemails/texts/emails (what you can say without revealing protected info)
Trauma-informed, stigma-free communication
• Ability to communicate nonjudgmentally and respectfully with patients experiencing:
anxiety, depression, PTSD, psychosis symptoms, substance use, or crisis situations
• Using person-first language and avoiding assumptions
• De-escalation basics (stay calm, slow down, validate feelings, know when to involve a supervisor/clinician)
Crisis routing and safety protocol adherence (non-clinical)
Admin staff in behavioral health often need to:
Recognize “red flag” statements (e.g., threats of self-harm/violence)
• Follow a practice crisis protocol: who to notify, what to document, and what NOT to do
• Know when to direct someone to emergency resources per clinic policy
(This is about routing and procedure—not counseling.)
Intake and readiness workflows
Behavioral health intake is often more involved:
• Collecting screening/intake forms, history packets, consents, financial agreements
• Coordinating referrals (PCPs, schools, EAPs, courts, hospitals) and obtaining required paperwork
• Explaining treatment onboarding steps clearly (portal setup, policies, what to expect)
Managing clinician schedules that are “session-based”
• Understanding that therapy is typically standing weekly slots
• Handling late arrivals and session boundaries
• Coordinating group therapy rosters and attendance tracking (if applicable)
• Emotional steadiness (you may interact with distressed patients daily)
• Empathy with boundaries (kind, but firm about policies)
• Cultural humility and awareness of diverse identities and experiences
• Discretion in shared spaces (lobby conversations, verifying identity quietly)
• Resilience and adaptability (frequent schedule changes, urgent calls)
• Experience with behavioral health billing concepts (even at a basic level):
psychotherapy vs med management visit types, authorizations, claim follow-up workflows
• Familiarity with therapy-focused practice systems (not required everywhere)
• Bilingual communication skills
• Knowledge of community resources (referral lists, crisis lines—again per clinic protocol)
Proficient in medical scheduling, multi-provider calendar management, and high-volume phone support Strong patient service skills with calm, professional communication in sensitive situations Accurate data entry and document management within an EHR/EMR system Working knowledge of insurance eligibility verification, copays, and authorization workflows Demonstrated commitment to confidentiality, privacy, and professional discretion Ability to follow behavioral health safety/crisis-routing protocols and escalate appropriately Comfortable supporting telehealth appointments and basic troubleshooting
• Strong organization, time management, and ability to prioritize in a fast-paced environment
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 3 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.
Patient access and scheduling
• Appointment scheduling mastery (new patient intakes, follow-ups, recurring therapy, psychiatry med checks, group sessions)
• Calendar coordination across multiple clinicians and locations (in-person + telehealth)
• Managing cancellations/no-shows professionally (waitlists, rescheduling, reminder workflows)
• Basic triage routing (knowing what goes to clinician vs billing vs clinical supervisor)
Communication and customer service
• Warm, professional phone skills (high call volume, emotional callers, anxious or frustrated patients)
• Clear written communication (portal messages, email, letters, referral follow-ups)
• Conflict management and calm demeanor
• Strong boundaries (supportive, but not providing clinical advice)
Documentation and data accuracy
• Accurate data entry (demographics, insurance, consents, ROI forms)
• Attention to detail with names, DOBs, plan IDs, authorization #s, provider NPIs, etc.
• Document handling (scanning/uploading, indexing correctly in the chart)
Technology proficiency
• Comfort with EHR/EMR systems and practice management tools (scheduling, messaging, document storage)
• Microsoft Office / Google Workspace (spreadsheets, templates, forms)
• Phone systems and secure messaging/patient portals
• Telehealth platform support (helping patients connect, troubleshooting basics)
Insurance verification and basic billing support
• Eligibility verification (coverage dates, copays/coinsurance, deductibles, payer requirements)
• Understanding referrals and prior authorizations (at least the workflow, even if a biller handles final submission)
• Collecting copays / balances and explaining payment policies clearly and tactfully
Professionalism and reliability
• Confidentiality and discretion
• Time management and punctuality (front desk roles are interruption-heavy)
• Teamwork with clinicians, billers, and supervisors
High-level privacy and consent awareness
Behavioral health records are often more sensitive than general medical records, so practices typically require:
• Strong understanding of HIPAA privacy practices (minimum necessary, verification before releasing info)
• Comfort with Release of Information (ROI) workflows (what can/can’t be shared, documenting consent)
• Extra caution with voicemails/texts/emails (what you can say without revealing protected info)
Trauma-informed, stigma-free communication
• Ability to communicate nonjudgmentally and respectfully with patients experiencing:
anxiety, depression, PTSD, psychosis symptoms, substance use, or crisis situations
• Using person-first language and avoiding assumptions
• De-escalation basics (stay calm, slow down, validate feelings, know when to involve a supervisor/clinician)
Crisis routing and safety protocol adherence (non-clinical)
Admin staff in behavioral health often need to:
Recognize “red flag” statements (e.g., threats of self-harm/violence)
• Follow a practice crisis protocol: who to notify, what to document, and what NOT to do
• Know when to direct someone to emergency resources per clinic policy
(This is about routing and procedure—not counseling.)
Intake and readiness workflows
Behavioral health intake is often more involved:
• Collecting screening/intake forms, history packets, consents, financial agreements
• Coordinating referrals (PCPs, schools, EAPs, courts, hospitals) and obtaining required paperwork
• Explaining treatment onboarding steps clearly (portal setup, policies, what to expect)
Managing clinician schedules that are “session-based”
• Understanding that therapy is typically standing weekly slots
• Handling late arrivals and session boundaries
• Coordinating group therapy rosters and attendance tracking (if applicable)
• Emotional steadiness (you may interact with distressed patients daily)
• Empathy with boundaries (kind, but firm about policies)
• Cultural humility and awareness of diverse identities and experiences
• Discretion in shared spaces (lobby conversations, verifying identity quietly)
• Resilience and adaptability (frequent schedule changes, urgent calls)
• Experience with behavioral health billing concepts (even at a basic level):
psychotherapy vs med management visit types, authorizations, claim follow-up workflows
• Familiarity with therapy-focused practice systems (not required everywhere)
• Bilingual communication skills
• Knowledge of community resources (referral lists, crisis lines—again per clinic protocol)
Proficient in medical scheduling, multi-provider calendar management, and high-volume phone support Strong patient service skills with calm, professional communication in sensitive situations Accurate data entry and document management within an EHR/EMR system Working knowledge of insurance eligibility verification, copays, and authorization workflows Demonstrated commitment to confidentiality, privacy, and professional discretion Ability to follow behavioral health safety/crisis-routing protocols and escalate appropriately Comfortable supporting telehealth appointments and basic troubleshooting
• Strong organization, time management, and ability to prioritize in a fast-paced environment
Qualifications
- • Minimum 3 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
- • Patient access and scheduling
- • Comfort with EHR/EMR systems and practice management tools (scheduling, messaging, document storage)
- • Microsoft Office / Google Workspace (spreadsheets, templates, forms)
- • Phone systems and secure messaging/patient portals
- • Eligibility verification (coverage dates, copays/coinsurance, deductibles, payer requirements)
- • Understanding referrals and prior authorizations (at least the workflow, even if a biller handles final submission)
- • High-level privacy and consent awareness
- • Behavioral health records are often more sensitive than general medical records, so practices typically require:
- • Strong understanding of HIPAA privacy practices (minimum necessary, verification before releasing info)
- • Comfort with Release of Information (ROI) workflows (what can/can’t be shared, documenting consent)
- • Extra caution with voicemails/texts/emails (what you can say without revealing protected info)
- • Trauma-informed, stigma-free communication
- • Ability to communicate nonjudgmentally and respectfully with patients experiencing:
- • anxiety, depression, PTSD, psychosis symptoms, substance use, or crisis situations
- • Using person-first language and avoiding assumptions
- • De-escalation basics (stay calm, slow down, validate feelings, know when to involve a supervisor/clinician)
- • Admin staff in behavioral health often need to:
- • Behavioral health intake is often more involved:
- • Empathy with boundaries (kind, but firm about policies)
- • Cultural humility and awareness of diverse identities and experiences
- • Discretion in shared spaces (lobby conversations, verifying identity quietly)
- • Resilience and adaptability (frequent schedule changes, urgent calls)
- • Experience with behavioral health billing concepts (even at a basic level):
- • psychotherapy vs med management visit types, authorizations, claim follow-up workflows
- • Familiarity with therapy-focused practice systems (not required everywhere)
- • Bilingual communication skills
- • Knowledge of community resources (referral lists, crisis lines—again per clinic protocol)
- • Proficient in medical scheduling, multi-provider calendar management, and high-volume phone support Strong patient service skills with calm, professional communication in sensitive situations Accurate data entry and document management within an EHR/EMR system Working knowledge of insurance eligibility verification, copays, and authorization workflows Demonstrated commitment to confidentiality, privacy, and professional discretion Ability to follow behavioral health safety/crisis-routing protocols and escalate appropriately Comfortable supporting telehealth appointments and basic troubleshooting
- • Strong organization, time management, and ability to prioritize in a fast-paced environment
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
Responsibilities
- • 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
- • 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
- • Appointment scheduling mastery (new patient intakes, follow-ups, recurring therapy, psychiatry med checks, group sessions)
- • Calendar coordination across multiple clinicians and locations (in-person + telehealth)
- • Managing cancellations/no-shows professionally (waitlists, rescheduling, reminder workflows)
- • Basic triage routing (knowing what goes to clinician vs billing vs clinical supervisor)
- • Communication and customer service
- • Warm, professional phone skills (high call volume, emotional callers, anxious or frustrated patients)
- • Clear written communication (portal messages, email, letters, referral follow-ups)
- • Conflict management and calm demeanor
- • Strong boundaries (supportive, but not providing clinical advice)
- • Documentation and data accuracy
- • Accurate data entry (demographics, insurance, consents, ROI forms)
- • Attention to detail with names, DOBs, plan IDs, authorization #s, provider NPIs, etc
- • Document handling (scanning/uploading, indexing correctly in the chart)
- • Telehealth platform support (helping patients connect, troubleshooting basics)
- • Insurance verification and basic billing support
- • Collecting copays / balances and explaining payment policies clearly and tactfully
- • Professionalism and reliability
- • Confidentiality and discretion
- • Time management and punctuality (front desk roles are interruption-heavy)
- • Teamwork with clinicians, billers, and supervisors
- • Crisis routing and safety protocol adherence (non-clinical)
- • Recognize “red flag” statements (e.g., threats of self-harm/violence)
- • Follow a practice crisis protocol: who to notify, what to document, and what NOT to do
- • Know when to direct someone to emergency resources per clinic policy
- • (This is about routing and procedure—not counseling.)
- • Intake and readiness workflows
- • Collecting screening/intake forms, history packets, consents, financial agreements
- • Coordinating referrals (PCPs, schools, EAPs, courts, hospitals) and obtaining required paperwork
- • Explaining treatment onboarding steps clearly (portal setup, policies, what to expect)
- • Managing clinician schedules that are “session-based”
- • Understanding that therapy is typically standing weekly slots
- • Handling late arrivals and session boundaries
- • Coordinating group therapy rosters and attendance tracking (if applicable)
- • Emotional steadiness (you may interact with distressed patients daily)