OMHC & PRP Administrative Coordinator

Job Description

Job Description

OMHC & PRP Administrative Coordinator

Divine Health Systems Inc.

Job Type: Full-Time | On-Site
Department: Outpatient Mental Health Clinic (OMHC) & Psychiatric Rehabilitation Program (PRP)
Reports To: Program Director

Divine Health Systems Inc. is seeking a highly organized, detail-oriented, and dependable  OMHC & PRP Administrative Coordinator to oversee daily administrative operations and support the coordination of patient services across our Outpatient Mental Health Clinic (OMHC) and Psychiatric Rehabilitation Program (PRP).

The ideal candidate will have excellent organizational, communication, and documentation skills, with the ability to manage multiple responsibilities, monitor deadlines, and follow up with staff to ensure tasks are completed accurately and on time.

This position plays an important role in coordinating patient referrals, intake documentation, insurance authorizations, staff assignments, appointment scheduling, and patient record management while maintaining strict confidentiality and compliance with HIPAA regulations.

Patient Intake & Registration

• Receive and process patient referrals from clinicians and other referral sources.
• Coordinate patient registration and ensure demographic and intake information is accurately entered into the Clinic Tracker or Electronic Health Record (EHR).
• Prepare, review, and organize required intake paperwork, consent forms, and assessment documentation.
• Ensure all required adult and minor intake packages are completed and properly filed.
• Follow up with patients, clinicians, and staff regarding missing or incomplete documentation.
• Maintain accurate and organized electronic patient records.

Insurance Verification & Authorizations

• Verify patient insurance eligibility, coverage, and benefits.
• Coordinate and submit authorization requests through Carelon and other applicable insurance providers.
• Track authorization approval status, start dates, expiration dates, and renewal deadlines.
• Follow up on pending authorizations, denials, and incomplete submissions.
• Maintain an updated authorization tracking system to prevent delays or interruptions in patient services.

OMHC Administrative Coordination

• Schedule and confirm patient appointments with clinicians and providers.
• Maintain provider schedules and assist with appointment changes and cancellations.
• Answer incoming calls, respond to emails, and assist patients with general inquiries.
• Coordinate communication between patients, clinicians, and administrative staff.
• Support patient registration, insurance verification, and medical record requests.
• Monitor outstanding administrative tasks and ensure timely follow-up.

PRP Staff Coordination & Documentation Tracking

• Coordinate the assignment of authorized PRP clients to Direct Care Associates (DCAs) and Rehabilitation Specialists (RS).
• Maintain accurate staff assignment records and patient tracking spreadsheets.
• Monitor Individual Rehabilitation Plan (IRP) completion deadlines and follow up with assigned Rehabilitation Specialists.
• Track the submission of DCA encounter notes and notify staff of outstanding documentation.
• Coordinate documentation review requests and follow up on corrections and approvals.
• Monitor monthly summaries, Rehabilitation Specialist reviews, and required signatures.
• Communicate with staff to ensure administrative requirements are completed within established deadlines.
• Escalate overdue documentation or unresolved issues to management.

Administrative Operations & Reporting

• Maintain and update internal patient workflow trackers using Google Sheets, Google Drive, and other approved systems.
• Monitor patient progress through the administrative workflow, from referral and intake through authorization, staff assignment, and documentation completion.
• Prepare daily or weekly reports identifying pending authorizations, incomplete intake packets, overdue IRPs, and outstanding documentation.
• Follow up with employees regarding assigned tasks and deadlines.
• Maintain organized electronic and paper filing systems.
• Assist with staff onboarding documentation and general office administration.
• Support internal audits and quality assurance activities.
• Maintain confidentiality and comply with HIPAA regulations and company policies.
• Perform other administrative duties as assigned.

• High school diploma or GED required; Associate's degree in Healthcare Administration, Business Administration, or a related field preferred.
• Minimum of 1 year of administrative, office coordination, or healthcare-related experience.
• Excellent typing, data entry, and documentation skills with strong attention to detail.
• Strong verbal and written communication skills.
• Proficiency in Google Sheets, Google Drive, Microsoft Word, Excel, Outlook, and electronic health record systems.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Strong organizational and problem-solving skills.
• Ability to work independently and follow up consistently with staff.
• Professional attitude and excellent customer service skills.
• Ability to maintain confidentiality when handling sensitive patient information.

• Previous experience in a behavioral health, mental health, or healthcare administrative setting.
• Familiarity with Maryland Medicaid, Carelon, OMHC, or PRP services.
• Experience with insurance verification, prior authorizations, and patient intake.
• Experience coordinating staff assignments and tracking clinical documentation.
• Knowledge of HIPAA regulations and healthcare documentation requirements.
• Experience creating and maintaining administrative trackers, spreadsheets, and reports.

• Ability to sit for extended periods.
• Ability to lift up to 20 pounds occasionally.
• Frequent use of computers, telephones, and office equipment.

Employment is contingent upon successfully completing:

• Criminal Background Check
• Reference Verification
• Employment Eligibility Verification (I-9)
• Drug Screening (if required by company policy)

• Competitive Pay
• Generous time-off policy
• Food in the office (i.e., stocked break room, catered lunch, etc.)
• Supportive company culture and team activities
• Office amenities
• Opportunities for professional growth and development

The Administrative Coordinator is expected to maintain accurate records, communicate effectively with staff, and proactively identify outstanding administrative tasks to support smooth daily operations.

This is an administrative coordination position. Clinical assessments, treatment decisions, IRP approvals, encounter note approvals, and clinical supervision remain the responsibility of appropriately qualified clinical professionals.

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