Receptionist/Administrative Assistant

Administrative Operations Coordinator (Elite Front Office)

Organization: Compassionate Healthcare Services
Location: Baltimore, MD
Employment Type: Full-Time
Compensation: Competitive Base + Performance Incentives

Position Overview (High-Performance Role)

Compassionate Healthcare Services is seeking a high-caliber Administrative Operations Coordinator to serve as the operational command center of our outpatient mental health clinic.

This is not a front desk job—this is a mission-critical operations role responsible for client experience, compliance integrity, and front-office performance.

You will directly impact:

• Client retention and satisfaction
• Provider productivity and scheduling efficiency
• Revenue flow and billing readiness
• Maryland OMHC audit compliance

This role is designed for individuals who operate with precision, urgency, and ownership.

This role is designed for high performers. If you are looking for a low-responsibility administrative position, this is not the right fit.Core Responsibilities1. Client Experience Leadership

• Serve as the first impression and brand ambassador of the clinic
• Deliver a white-glove intake and check-in experience
• Manage high-volume client communication with professionalism and control
• De-escalate sensitive situations with composure and emotional intelligence
• Ensure seamless coordination between clients, clinicians, and leadership

2. Clinical Operations & Scheduling Optimization

• Own and manage multi-provider scheduling systems
• Optimize scheduling to maximize:
• Provider utilization
• Client attendance and retention
• Revenue consistency
• Execute confirmations, rescheduling, and follow-ups with precision
• Maintain real-time awareness of clinic flow and proactively adjust

3. Maryland OMHC Compliance & Documentation

• Maintain strict adherence to COMAR 10.21.20 (OMHC regulations)
• Ensure all records meet Medicaid and audit standards
• Oversee:
• Intake completeness
• Consents and releases
• Eligibility verification
• Maintain audit-ready documentation at all times (zero-error standard)

4. Revenue Cycle & Insurance Coordination

• Verify insurance eligibility (Medicaid, MCOs, commercial plans)
• Support prior authorizations and service approvals
• Identify and resolve administrative blockers to billing
• Ensure accurate data for clean claims submission

5. Administrative & Operational Excellence

• Maintain accuracy within EMR systems (TherapyNotes, Kareo, SimplePractice)
• Own front office workflows, systems, and documentation integrity
• Coordinate communication across clinical and administrative teams
• Maintain a high-performance, highly organized front office environment

Required Qualifications

• 2–5+ years in administrative or operations roles (healthcare preferred)
• Proven ability to perform in high-volume, fast-paced environments
• Strong understanding of HIPAA and confidentiality standards
• Advanced organizational and multitasking ability
• Excellent communication (verbal, written, interpersonal)

Preferred (High-Value Candidates)

• Experience in a Maryland OMHC or behavioral health setting
• Familiarity with:
• Maryland Medicaid & MCO workflows
• Authorization processes
• Audit preparation standards
• Experience with EMR systems (TherapyNotes, Kareo, SimplePractice)
• Exposure to revenue cycle or billing operations

Elite Performance Traits (Non-Negotiable)

• Operates with urgency, precision, and accountability
• Thinks 2–3 steps ahead operationally
• Maintains composure in high-pressure environments
• Takes ownership of outcomes—not just tasks
• Proactively improves systems instead of maintaining inefficiencies

Work Environment

• High-performance outpatient mental health clinic
• Fast-paced, structured, accountability-driven culture
• Direct interaction with clients navigating mental health challenges
• Collaborative, growth-oriented team

Compensation & Growth Path

• Competitive salary aligned with top-tier administrative talent
• Performance-based bonuses tied to:
• Efficiency
• Client retention
• Operational excellence

Growth Path Includes:

• Practice Manager
• Operations Director
• Healthcare Administration Leadership

Why Join Compassionate Healthcare Services

• Mission-driven organization focused on high-quality mental health care
• Systems built for efficiency, compliance, and scalability
• Leadership committed to building an elite team
• Opportunity to play a key role in a growing healthcare organization

Equal Opportunity Employer

Compassionate Healthcare Services is an equal opportunity employer committed to diversity, equity, and inclusion in accordance with Maryland and federal law.

Application Requirement:
To be considered, submit a brief response (max 200 words):
“Describe a time you managed a high-pressure operational situation with zero room for error. What was the outcome?”

Pay: $22.96 - $27.65 per hour

Benefits:

• Paid time off

Work Location: In person