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Practice Coordinator

4 months ago

Gaithersburg, United States Advanced Behavioral Health, Inc. Full time
Job DescriptionJob Description

Advanced Behavioral Health, Inc. is looking for a Practice Coordinator, who will be responsible for all administrative (non-clinical) aspects of the patient encounter from greeting to accurate data entry for each patient.  This position will be floating between our Frederick office and Gaithersburg office locations.

ABH is a family centered mental health program that offers a wraparound approach to treatment. We specialize in Psychiatry, Off-Site Counseling Services, On-Site therapy, and Therapeutic Mentoring. If you share our mission and vision, we invite you to join a team that wants to make a difference within the community. 

Hours:  8 hour work days, 40 hours/week.  Office is open from 8:30 am to 7:00 pm, some schedules may vary. 


Essential Functions:

  • Comply with CARF/COMAR/HIPPA/State compliance regulations.
  • Greet and check in patients for appointments.
  • Maintain a clean professional front desk environment.
  • Conduct ABH patient reminder calls 48 hours prior to appointments scheduled with all doctors and Nurse Practitioners.
  • Verify current and valid authorization information in the EMR for each ABH patient scheduled with the doctors and Nurse Practitioners 48 hours prior to scheduled appointments. Obtain and verify insurance eligibility for all applicable patients along with co-pay collection.
  • Schedule future appointments accurately via the Electronic Medical Records (EMR) system.
  • Contact patients who have missed appointments; monitor and track no-shows and enter data into system.
  • Create medical record for new patients in EMR, upload and recording of authorization information.
  • Manage and process medication refill requests for patients enrolled by following company protocols; complete medication prior authorizations as required by Maryland Medicaid through necessary paperwork and/or by calling the insurance company
  • Conduct daily authorization updates in the EMR.
  • Notify Site Directors and Therapists of patient authorization status.
  • Prepare an off work/off school note for attending scheduled appointment as requested by patients.
  • Take and record vital signs.
  • Assist Medical Director with administrative duties.
  • Coordinate with the Site Director and Therapists to ensure cases are assigned and discharged regularly.
  • Act as the primary point-of-contact for referring vendors. Communicate the status of their referrals throughout the referral process.
  • Ongoing compliance check of Intake and consent forms in EMR
  • Scan and upload referral documents to clients EMR charts upon completion of referral.
  • Maintain referral log/referral tracking system and distributes to appropriate provider and/or department.
  • Complete and report end of month tally of patient referrals to supervisor(s) and Site Director.
  • Maintain confidentiality in all aspects of client, staff and agency information.
  • Respond to communication (phone, email, text) from clients and families, referral sources, and ABH staff within 24 hours or the next business day.
  • Sort and distribute clinic mail and correspondence.
  • Assists with workload at other office locations as needed.

Non-essential Functions:

  • Assist prescribers as needed.
  • Provide back-up support to the Facilities Manager for ordering office supplies.
  • Other duties as assigned.


Requirements and Qualifications: 

  • Associates degree, equivalent work experience, or certification in health-related field.
  • Minimum of five (5) years of experience directly related to the duties and responsibilities specified.
  • Experience working in a healthcare setting in a customer service role preferred.
  • Ability to take vitals required.
  • Excellent customer service, verbal and written communication skills.
  • Experience with multi-line telephone systems.
  • Able to work well as part of a team.
  • Basic knowledge of healthcare insurance claims, referral processing, patient responsibility, how deductibles and co-pays factor in, etc.
  • Basic computer literacy and ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and facsimile machines.
  • Experience working with an electronic medical records/scheduling system, preferred.
  • Ability to work in an organized manner and multi-task in a fast-paced environment.
  • Bilingual (Spanish) preferred.

Full-Time Employee Benefits:

  • Medical, Dental, Vision
  • 401(k) Retirement Plan with Employer Match
  • Dependent Care Flexible Spending Accounts (FSAs) 
  • Voluntary Term Life Insurance 
  • Employer Paid Basic Life Insurance, Short-Term Disability, Long-Term Disability  
  • Voluntary Insurance Policies: Accident, Cancer, Critical Illness, Hospital Confinement 
  • Employee Assistance Program (EAP)
  • Paid Holidays, 3 Weeks of PTO Accruals per year, Floating Holidays, Paid Birthday, Wellness Day
  • Paid Lunch Break 


ABH is committed to diversity and to equal opportunity employment. ABH does not discriminate on the basis of race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and expression, age, height, weight, physical or mental ability (including HIV status), veteran status, military obligations, or marital status. This policy applies to hiring, internal promotions, training, opportunities for advancement, and terminations and applies to all ABH employees, interns, clients, and contractors. 

Join our team and make a difference

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