BornFree Wellness Centers of America is seeking a professional, organized, compassionate, and customer service-oriented Front Office Administrative Coordinator / Patient Access Specialist to support daily administrative operations in our outpatient behavioral health and substance use treatment clinic.
Our program provides behavioral health and substance use disorder treatment with a strong focus on recovery, access to care, patient dignity, and holistic well-being. We are looking for a dependable, solution-focused team member who is comfortable working in a fast-paced, patient-facing healthcare environment and who wants to make a meaningful difference in the lives of individuals seeking treatment and recovery support.
The ideal candidate will have strong organizational skills, excellent communication skills, experience with electronic records, and the ability to maintain professionalism, confidentiality, and compassion while serving patients receiving Medication for Opioid Use Disorder (MOUD) and Substance Use Disorder (SUD) treatment services. This candidate must have strong organizational skills, be customer service oriented and a solution focused team player. Candidate must be able to work early morning hours Monday -Friday 5:30 am-11:30 am. Additionally, candidates must be able to pass a background check and drug screening.
Responsibilities
Patient Reception and Access
- Greet and check in patients in a professional, welcoming, respectful, and nonjudgmental manner.
- Verify patient identity and ensure required information is accurate and up to date.
- Support patient check-in for behavioral health, MOUD, and SUD treatment services.
- Receive new intakes and help ensure completion of required intake paperwork and administrative processes.
- Complete pre-screenings and assist with scheduling intakes and follow-up appointments.
- Provide clear guidance to patients regarding appointments, forms, office procedures, and program expectations.
- Maintain a trauma-informed, stigma-free, and patient-centered front office environment.
Front Desk and Daily Clinic Operations
- Open and close the facility as assigned.
- Answer phone calls, respond to voicemails, and route calls appropriately.
- Respond to community inquiries and general questions professionally.
- Sedule, confirm, and manage patient appointments.
- Support daily patient flow and coordinate with medical, counseling, clinical, and administrative team members.
- Review patient flags or alerts and communicate with staff as appropriate.
- Maintain a clean, organized, safe, and professional front desk and clinic environment.
Electronic Health Records and Documentation
- Maintain accurate patient information in the electronic health record system.
- Timely and accurately scan, upload, and electronically file documents.
- Ensure required forms, consents, intake documents, and administrative records are complete.
- Support audit readiness by maintaining organized and accurate records.
- Assist with record audits and administrative compliance activities as assigned.
- Experience with electronic medical records is required; knowledge of Methasoft is a plus.
Billing, Payments, and Administrative Support
- Receive payments from patients and document payments according to office procedures.
- Maintain accurate financial records.
- Verify patient insurance eligibility, or plan enrollments or route insurance-related information to the appropriate staff as assigned.
- Assist with copying, filing, scanning, faxing, forms, mail, and general administrative tasks.
- Receive shipments, maintain inventory, and help manage facility and office supplies.
- Provide operational support to medical, counseling, clinical, and administrative staff.
Laboratory, Drug Screening, and Compliance Support
- Assist with drug screen sample collection and related documentation as assigned.
- Support laboratory workflows and ensure procedures are handled professionally and confidentially.
- Maintain safety and sanitary standards within the facility.
Follow all privacy, confidentiality, patient safety, and regulatory requirements, including HIPAA, 42 CFR Part 2, Maryland behavioral health program standards, and applicable accreditation expectations.
Required Qualifications and Certifications
- High school diploma or equivalent required.
- Experience using electronic medical records or electronic health records is required.
- Ability to work the required early morning schedule: Monday through Friday, 5:30 a.m. to 11:30 a.m.
- Ability to communicate clearly and professionally with patients, staff, visitors, and community contacts, both verbally and in writing.
- Strong organizational skills and ability to manage multiple tasks accurately in a fast-paced clinical environment.
- Ability to maintain patient confidentiality and comply with HIPAA and 42 CFR Part 2 requirements.
- Positive, respectful, trauma-informed, and nonjudgmental approach to patients receiving behavioral health, MOUD, and substance use disorder treatment services.
- Must be able to pass a criminal background check.
- Must be able to pass a drug screening.
Preferred Qualifications
- Minimum of 1 year of experience in a healthcare front desk, medical office, patient access, administrative coordinator, or similar patient-facing role preferred.
- Experience in behavioral health, substance use disorder treatment, opioid treatment programs, MOUD programs, or outpatient healthcare settings strongly preferred.
- Knowledge of Methasoft is a plus.
- Experience completing patient intake paperwork, pre-screenings, appointment scheduling, payment collection, scanning, electronic filing, and record audits.
- Experience coordinating between medical, counseling, clinical, and administrative teams.
- Proficiency with Microsoft Office, email, scanning systems, scheduling platforms, and general office technology.
Competative pay range negotiable based on knowledge, skills, abilities, and experience in preferred qualifications.
Required Skills and Competencies
- Excellent customer service skills and a positive, open approach to patients, staff, visitors, and community partners.
- Compassionate, trauma-informed, and nonjudgmental communication style.
- Strong organizational and time management skills.
- Ability to remain calm, professional, and solution-focused in a busy clinical environment.
- Accuracy in registration, documentation, scanning, payment records, and electronic filing.
- Sound judgment when handling sensitive or confidential information.
- Reliability, punctuality, professionalism, and accountability.
Job Type: Full-time
Pay: $18.00 - $24.00 per hour
Benefits:
- Health savings account
- Opportunities for advancement
- Paid sick time
- Paid time off
- Paid training
- Professional development assistance
Medical Specialty:
People with a criminal record are encouraged to apply
Education:
- High school or equivalent (Preferred)
Experience:
- Customer Service: 1 year (Required)
- Computer Skills: 1 year (Required)
Shift availability:
Ability to Commute:
- Germantown, MD (Preferred)
Work Location: In person
