Office Coordinator II Community Psych

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University of Maryland Medical System
April 4, 2022
Baltimore, Maryland
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Office Coordinator II Community Psych

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Office Coordinator II Community Psych

Job ID: 98993

Area of Interest: Clerical

Location: Baltimore,MD US

Hours of Work: 830a-5p

Job Facility: University of Maryland Medical Center

Employment Type: Full Time

Shift: DAY

What You Will Do:

Office Coordinator II – Community Psych
Full Time, Day 8:30a-5pm (40hrs p/wk)
Baltimore, MD

Come elevate your skills and experience by working with a world class 800-bed, Magnet designated Academic Medical Center with a comprehensive and technologically advanced surgical suites.

At the University of Maryland Medical Center (UMMC), a designated Magnet facility, we are a team. Nurses and doctors, specialists and therapists, work shoulder-to-shoulder to give our patients the care they deserve. We take time to celebrate each other’s contributions and treat each other with respect by valuing each other’s ideas and opinions. Ultimately, we support each other’s growth. Together, we form a world-class team dedicated to furthering the practice of patient care.



Principal Responsibilities and Tasks

Front Desk Registration

A.            Greets clients and visitors.
B.            Follows EPIC procedures to arrive clients per program process.
C.            Informs clinical staff of client’s arrival or directs client to group or class.
D.            Monitors activities in the waiting area.
E.            Check out clients as they leave.
F.            Insures that arrived clients are seen, and Front Desk process completed.
G.            Identifies those clients as “no show” when applicable.

EPIC Duties

A.            Collects accurate demographic information for complete registration.
B.            Collects accurate insurance information.
C.            Verifies insurance and eligibility information.
D.            Scans client insurance cards, driver’s license and any other necessary identification.
E.            Schedule, cancels and reschedules appointments.
F.            Pre-schedules and Walk-in appointments as per program.
G.            Completes MSPQ (Medicare) Questionnaire as appropriate.
H.            Assigns a HAR as appropriate.
I.              Access Beacon Health Options for authorization information and enter authorization information into system.
J.             Compiles authorization reports for staff and Program leadership.
K.            Trouble-shoots and problem-solves with Beacon regarding issues and communicate with Program leadership.
L.            Run daily EPIC reports as defined by the Program.
M.           Responsible for maintaining Work Queues as assigned including Accounts without Charges Work Queue. 
N.            Creates and changes template and blocks schedules per program.


3.         Communication Duties

A.         Acts as receptionist utilizing multi-line phone system responding to internal and external phone calls.           

B.         Takes complete messages and routes them in a timely manner to the appropriate person.

C.         Able to provide accurate information using excellent customer service communication skills.

D.         Uses overhead paging when appropriate and makes emergency calls/paging when needed.

E.         Able to set up voice mail for phone system.

F.         Timely communicates with billing team to resolve identified problems or issues.

Clerical Duties

A.         Performs routine clerical duties such as photocopying, filing, maintaining various records and logs per Program.

B.         Receives and processes Incoming and Outgoing mail as per program.

C.         Operates routine office equipment including copier, fax machine, printers and scanners.

D.         Maintains In/Out Board so that whereabouts of staff is known.

E.         Maintains a neat and orderly front desk space.


Operations Duties

A.         Makes first attempt to fix or identify IT related issue when staff have problems with PCs or printers.  Submits tickets to PSYCH IS.

B.         Orders supplies as per program.

            1.         Maintains inventory of supplies using Par levels and provide excel reports.

            2.         Reconcile delivery of supplies with orders.

C.         Requests service when needed for equipment.

D.         Contacts “Open Spaces” for removal of broken or obsolete equipment.

E.         Prepares Lab Request Forms; Checks specimen refrigerator and sends specimens for pick-up.

F.         Follows up with missed labs as per Program.

G.         For Programs with Fleet Vehicles:

            i. Helps manage fleet vehicles including car books and keys as per Program.

            ii. Requests online MVA driving record reports annually and organizes    information for MMCIP submission.
H.         For HCU Program:

            i. Assists Business Manager and RRP Program Manager in managing binders for information related to housing such as                  leases, insurance, fire certificates, lead certificates, etc.

           ii. Works with Business Manager on AP, vendor and landlord related functions.


Finance Duties

A.         When applicable, receives billing service tickets from clinicians and lock-box; reviews for completeness, signatures and time stamp.

B.         Organizes service tickets per program and sends to billing office timely as per schedule.

C.         Data entry per program for other tracking purposes and runs reports when appropriate.

D.         Provides Representative Payee support when applicable.  Files SSA related documents; files copies of ch…

What You Need to Be Successful:

Education and Experience

  1. High School Diploma or equivalent (GED) is required.
  2. Four years of general clerical and/or administrative experience is preferred.
  3. At least two years of  experience in a healthcare setting is required.
  4. Knowledge of health insurance including Medical Assistance and Medicare is  preferred.
  5. Proficiency with registration and scheduling software is required.

Knowledge, Skills and Abilities

  1. PC literate with proficiency in Microsoft Office Suite and Internet.
  2.  Intermediate typing and data entry skills are required.
  3. Ability to learn software programs.
  4. Ability to operate standard business machines such as copier, printers and scanners.
  5. Highly effective verbal, written and interpersonal skills to communicate effectively with clinical staff, colleagues and patients to establish working relationships that foster quality customer service.
  6. Ability to work independently utilizing effective time management skills and prioritization of work.Ability to maintain confidentiality, work under pressure, handle multiple tasks and meet related deadlines.
  7. Ability to establishes and maintain courteous and effective relationships and demonstrate sensitivity and awareness of customer needs; when dealing with patients/visitors, co-workers and healthcare staff.

We are an Equal Opportunity/Affirmative Action employer.  All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.



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We are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. EEO IS THE LAW

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