Office Administrator

About the role

Heart Own Medical Services is a growing behavioral health and primary care practice located within Union Memorial Hospital in Baltimore, MD. We offer psychiatric medication management, therapy, primary care, Spravato^® (esketamine) treatment for treatment-resistant depression, IV hydration therapy, and in-house lab services.

The Office Administrator plays a dual role: serving as the professional face of our front office while also supporting clinical operations. This is a unique opportunity for a candidate who combines strong administrative skills with clinical training and is passionate about contributing to a mission-driven healthcare practice.

We are hiring for both part-time and full-time positions. Please indicate your preference when applying.

Position details

• Position type: Part-Time & Full-Time
• Setting: In-Person
• Schedule: Monday–Friday · No weekends or holidays
• Location: 3333 North Calvert Street, Suite 557, Baltimore, MD 21218
• Compensation: Commensurate with experience and position type
• Start date: ASAP

Key responsibilities

Front Desk & Administrative

• Greet and check in patients in a warm, professional manner
• Answer and triage phone calls, emails, and patient inquiries
• Schedule new and returning patient appointments and send intake forms
• Verify insurance eligibility and collect co-pays at time of service
• Maintain organized, HIPAA-compliant patient records
• Coordinate with the clinical team and virtual assistant on scheduling and authorizations
• Manage front office supplies, patient-facing materials, and waiting area upkeep
• Receive and direct vendor and pharmaceutical representative visits
• Coordinate LabCorp specimen pickup and manage lab supply inventory

Clinical Support

• Perform patient vital signs (blood pressure, temperature, pulse, weight, oxygen saturation)
• Conduct venipuncture/blood draws and prepare specimens per protocol
• Perform urinalysis collection and processing as directed
• Maintain clinical equipment and ensure proper specimen handling and documentation
• Assist clinical staff with patient preparation and rooming as needed
• Adhere to all infection control, safety, and OSHA standards

Qualifications

Required

• High school diploma or GED
• Minimum 1 year of experience in a medical office or healthcare setting
• Current CPR certification (must be maintained throughout employment)
• Strong communication and interpersonal skills with a patient-first mindset
• Proficiency in basic computer skills and ability to learn EHR/EMR systems
• Demonstrated ability to handle confidential information in compliance with HIPAA
• Highly organized, reliable, and able to manage multiple priorities

Preferred (a plus, not required)

• Medical Assistant (CMA or RMA) certification
• Phlebotomy certification
• Experience with EHR/EMR platforms
• Experience in behavioral health, psychiatric, or primary care settings
• Bilingual (English/Spanish or other languages)

Why join Heart Own Medical Services

• Hospital-affiliated location within Union Memorial Hospital
• Multicultural, inclusive team committed to compassionate, high-quality care
• Monday–Friday schedule with weekends and holidays off
• Competitive pay

How to apply

Click Apply Now and send us the following through our contact form:

• Your resume
• A brief cover letter noting your preferred position type (part-time or full-time), relevant experience, and any certifications you hold

Applications are reviewed on a rolling basis. We encourage interested candidates to apply promptly, as positions may be filled before the posted deadline.

Heart Own Medical Services is an equal opportunity employer. We celebrate diversity and are committed to an inclusive environment for all employees, providers, and patients.