Job Description: Office Administrative Assistant (Marketing & Medical Assistant Experience)
Position Title: Office Administrative Assistant
Company: Ace Healthcare Services LLC
Location: Beltsville, Maryland
Employment Type: Part-Time
Position Summary
Ace Healthcare Services LLC is seeking a highly organized, professional, and customer-focused Office Administrative Assistant with experience in healthcare administration, marketing, and medical office support. The ideal candidate will assist with daily office operations, patient scheduling, marketing initiatives, customer service, compliance monitoring, and administrative tasks while ensuring a positive experience for patients, participants, families, and stakeholders.
Key ResponsibilitiesAdministrative & Office Support
- Answer and direct incoming phone calls professionally.
- Greet patients, participants, visitors, and vendors.
- Schedule, confirm, and reschedule appointments using the Electronic Health Record (EHR) system.
- Manage office calendars and provider schedules.
- Maintain patient records and ensure documentation is accurate and complete.
- Scan, file, and organize documents electronically and physically.
- Order and maintain office supplies.
- Assist with data entry and preparation of reports.
- Monitor patient charts to ensure assessments, treatment plans, authorizations, and required documents are current and complete.
- Assist with patient intake, registration, and administrative healthcare processes.
Healthcare Support & Medical Office Experience
- Utilize healthcare experience to support daily medical and administrative operations.
- Assist with patient scheduling, intake procedures, insurance verification, and authorization tracking.
- Maintain confidentiality and compliance with HIPAA regulations and healthcare standards.
- Coordinate communication between providers, patients, families, pharmacies, referral sources, and healthcare partners.
- Assist with maintaining accurate patient records and ensuring continuity of care documentation.
- Support clinical staff with administrative functions related to patient care and service delivery.
- Monitor healthcare documentation to ensure compliance with agency, state, and regulatory requirements.
Marketing & Community Outreach
- Assist in developing and implementing marketing campaigns.
- Manage social media platforms and online business profiles.
- Create and distribute flyers, brochures, newsletters, and promotional materials.
- Attend community events, health fairs, and networking activities to promote agency services.
- Build relationships with referral sources, support coordinators, case managers, schools, healthcare providers, and community organizations.
- Assist in maintaining the company website and online presence.
- Track marketing activities and referral outcomes.
Compliance & Auditing
- Audit employee files to ensure compliance with agency policies and regulatory requirements.
- Audit patient charts to ensure documentation is current and complete.
- Monitor credentialing, licenses, certifications, and training records.
- Assist with quality assurance and compliance initiatives.
- Support readiness for audits, inspections, accreditation reviews, and licensing surveys.
Customer Service
- Provide exceptional customer service to patients, families, participants, and community partners.
- Respond to inquiries promptly and professionally.
- Resolve administrative concerns and escalate issues when necessary.
- Maintain a welcoming and professional office environment.
Computer Literacy Requirements
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to use Electronic Health Record (EHR) systems and electronic documentation platforms.
- Ability to create, edit, and manage spreadsheets, reports, presentations, and databases.
- Proficient in internet research, email communication, and online collaboration platforms.
- Experience using social media platforms for marketing and community outreach.
- Ability to operate standard office equipment, including computers, printers, scanners, copiers, and multi-line phone systems.
- Strong data entry skills with attention to accuracy and detail.
- Ability to learn and adapt to new software, technology systems, and agency platforms.
Additional Skills
- Demonstrates strong computer literacy and technological proficiency necessary to support administrative operations, compliance monitoring, participant services, healthcare coordination, marketing initiatives, and agency growth.
- Ability to work independently while maintaining productivity and accuracy.
- Strong understanding of healthcare office workflows and patient service processes.
Required Qualifications
- High School Diploma or GED required.
- Associate Degree in Healthcare Administration, Business Administration, Marketing, Medical Assisting, or related field preferred.
- Minimum of two (2) years of administrative experience in a healthcare setting.
- Healthcare industry experience required.
- Experience in medical offices, behavioral health, mental health, primary care, residential services, or related healthcare fields preferred.
- Marketing, outreach, or social media management experience.
- Strong customer service and communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Ability to multitask and work independently.
Preferred Qualifications
- Experience in behavioral health, mental health, psychiatric practice, or residential service agencies.
- Knowledge of insurance verification and authorization processes.
- Experience conducting community outreach and referral development.
- Familiarity with HIPAA regulations and healthcare compliance standards.
- Experience auditing employee and patient records for compliance.
Skills & Competencies
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Attention to detail and accuracy.
- Professional appearance and demeanor.
- Ability to maintain confidentiality.
- Problem-solving and critical-thinking skills.
- Ability to work effectively in a fast-paced healthcare environment.
- Strong interpersonal and relationship-building skills.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Ability to lift up to 25 pounds occasionally.
- Ability to travel locally for outreach, marketing, community events, and field visits as needed.
Expected Outcomes
- Efficient office operations and patient scheduling.
- Excellent patient and participant satisfaction.
- Increased referrals and community engagement.
- Accurate and compliant patient and employee records.
- Strong support of healthcare operations and service delivery.
- Successful support of agency growth, compliance, and marketing initiatives.
Pay: $20.00 per hour
Work Location: In person
