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Administrative Front Desk Associate

Kihealthcareservices · Baltimore, Maryland, 21201, United States · Active · BambooHR

Job facts

FieldValue
CompanyKihealthcareservices
TitleAdministrative Front Desk Associate
Normalized title-
Department / teamAdministrative
LocationBaltimore, United States
Work model-
Employment typeFull Time
Salary-
Statusactive
ATS providerBambooHR
Posted / first seen2026-05-25 / 2026-05-30
Changed / last seen2026-05-30 / 2026-06-06

Related slices

PageWhat it containsOpen
Company jobsActive postings from Kihealthcareservices.Open
Company breakdownsRole, location, ATS, and work model facets for this company.Open
ATS provider jobsActive postings observed through BambooHR.Open
Provider filtered searchThe same provider as a filtered job collection.Open
City jobsActive postings in Baltimore.Open
Department jobsActive postings in Administrative.Open
Lifecycle eventsOpen, update, close, and reopen events for this posting.Open
Original postingCanonical source or apply URL captured from the ATS.Open

Linked records

CompanyKihealthcareservices
Sourceb0380b2d-4d0e-4a54-8e0c-bab71b10a97b
ATS providerBambooHR

Description

Position Title | Administrative Front Desk Associate Location | Baltimore, Maryland Department | Front Office / Patient Services Reports To | Program Director / Office Manager FLSA Classification | Non-Exempt (hourly) Employment Status | Full-Time, 40 hours per week Wage Range | $15.00/hr during 90-day introductory period; $16.00 - $18.00/hr post-introductory period Schedule | Monday - Friday, 8:00 AM - 5:00 PM (one-hour unpaid lunch); occasional Saturday rotation as needed Introductory Period | 90 days from start date; conversion to permanent status is discretionary and not guaranteed Posting Date | May 2026 Position Summary The Administrative Front Desk Associate is the first point of contact for K&I Healthcare Services patients, families, referral sources, and visitors at the Baltimore location. This position is responsible for patient registration, appointment scheduling, insurance verification, copay collection, telephone management, and supporting the clinical team in delivering compassionate, organized, HIPAA-compliant care. This is a HIPAA-sensitive role with direct patient interaction and limited access to scheduling and demographic information in the K&I electronic health record system. The Associate operates under strict minimum-necessary access principles and does NOT access clinical documentation. Essential Functions Patient Registration & Scheduling Greet patients, families, and visitors warmly and professionally upon arrival. Complete patient registration in the K&I electronic health record (ICANotes), including demographics, insurance information, emergency contacts, and required consents. Schedule, reschedule, and confirm patient appointments per provider templates and K&I scheduling protocols. Verify and update patient demographics and insurance information at every visit. Coordinate with clinical staff to manage same-day add-ons, urgent slots, and scheduling changes. Send and document appointment reminders via approved K&I channels (phone, secure text, EHR portal). Manage the patient waiting room, ensuring HIPAA-compliant sign-in, a comfortable wait experience, and timely communication of delays. Insurance Verification & Financial Verify insurance eligibility and benefits prior to or at the time of patient visits using payer portals (Carelon, Maryland Medicaid MCOs, commercial payers). Obtain prior authorizations as needed in coordination with the billing team. Collect copays, coinsurance, and self-pay amounts at the time of service; provide receipts. Reconcile daily cash drawer and document deposits per K&I cash handling SOP. Explain insurance benefits and self-pay options to patients at a basic level; escalate complex questions to the billing team. Maintain accurate financial documentation in the EHR and K&I billing systems. Telephone & Communication Management Answer incoming phone calls professionally and route to appropriate staff or take detailed messages. Manage the K&I Baltimore main phone line, including voicemail review and timely callback documentation. Conduct outbound calls for appointment reminders, no-show follow-up, and routine patient communications. Coordinate with referral sources (primary care providers, hospitals, community organizations) on intake referrals. Handle phone-based crisis triage per K&I protocol: identify, escalate to clinical staff immediately, and stay with the caller until handoff is complete. HIPAA & Privacy Stewardship Maintain strict HIPAA compliance in all patient interactions, including waiting room protocols, phone conversations, and chart access. Apply minimum-necessary standards to all PHI access; access patient information only as required for assigned duties. Identify and immediately report any privacy concerns or incidents to the K&I Compliance Officer. Ensure all paper documents containing PHI are properly secured during the workday and shredded per K&I retention SOP. Office Administration Maintain an organized front office workspace and patient waiting area. Sort, distribute, and process incoming mail, faxes, and packages. Maintain inventory of front office supplies and coordinate orders as needed. Support clinical staff with administrative tasks (preparing patient folders, printing intake packets, scanning documents into EHR). Open and close the office per K&I daily opening/closing SOP. Coordinate with cleaning and maintenance vendors per established schedule. Patient Experience Treat every patient and family member with dignity, respect, and trauma-informed care principles. De-escalate upset or anxious patients with empathy and professionalism. Provide clear, accurate information about appointment logistics, K&I policies, and patient rights. Recognize and respond appropriately to signs of patient distress; escalate to clinical staff as needed. Champion patient confidentiality and dignity in every interaction. Required Qualifications High school diploma or equivalent (GED) required; associate's degree or completion of a medical office assistant program preferred. Minimum 1 year of front desk, receptionist, or customer service experience required; healthcare setting strongly preferred. Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and ability to learn electronic health record systems. Excellent verbal and written communication skills in English. Strong customer service orientation and ability to remain professional in high-stress situations. Basic math skills for cash handling and copay calculations. Ability to pass pre-employment background check (including OIG LEIE + SAM.gov exclusion checks), drug screening, and reference verification. Authorization to work in the United States (Form I-9 verification + E-Verify). CPR/First Aid certification (or willingness to obtain within 30 days of hire; K&I covers cost). Preferred Qualifications Prior experience in a behavioral health, mental health, or substance use treatment setting. Familiarity with ICANotes or similar EHR systems. Familiarity with Maryland Medicaid MCO portals and commercial insurance verification. Bilingual (English/Spanish) strongly preferred and may qualify for differential compensation. Knowledge of medical terminology and behavioral health basics. Experience working with diverse populations, including individuals experiencing mental health and substance use challenges. Knowledge, Skills & Abilities Trauma-informed care orientation and ability to engage compassionately with patients in vulnerable states. Cultural humility and ability to serve diverse patient populations. High emotional intelligence and capacity for de-escalation. Strong organizational skills and ability to manage multiple priorities simultaneously. Detail orientation and accuracy in documentation. Discretion and professionalism in handling confidential information. Strong professional boundaries; ability to maintain appropriate role with patients and clinical staff. Willingness and ability to follow established SOPs and protocols. Ability to work as part of a team and contribute to a positive workplace culture

Full job record

Job IDd2cccb1a7bb9c45336dc0c8f040ecebe6459c999
Org ID573f9ac6-2e1b-4b02-b42a-3a753577be48
Source IDb0380b2d-4d0e-4a54-8e0c-bab71b10a97b
Board IDb0380b2d-4d0e-4a54-8e0c-bab71b10a97b
Providerbamboohr
Provider Job Key57
TitleAdministrative Front Desk Associate
Normalized Title—
Statusactive
Activeyes
Location TextBaltimore, Maryland, 21201, United States
DepartmentAdministrative
Team—
Employment Typefull_time
Workplace Type—
Remote Policy—
CountryUnited States
Region—
CityBaltimore
Salary Raw—
Salary Min—
Salary Max—
Salary Currency—
Salary Period—
Source URLhttps://kihealthcareservices.bamboohr.com/careers/57
Apply URLhttps://kihealthcareservices.bamboohr.com/careers/57
First Seen At2026-05-30 06:04:06Z
Last Seen At2026-06-06 09:23:07Z
Last Checked At2026-06-06 09:23:07Z
Last Changed At2026-05-30 06:04:06Z
Inactive At—
Source Posted At2026-05-25 00:00:00Z
Source Updated At—
Raw Payload Uris3://job-postings-prod-raw-590183727216/raw/provider=bamboohr/board=kihealthcareservices/date=2026-06-06/2026-06-06T09-23-07-152Z-0173e254d7e55e712f43c806b5548765daac7af138d39f907a764ce057764588.json
Event Fields
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Parsed Structured
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Extensions
{}
Native Structured
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    "description": "<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Position Title</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Administrative Front Desk Associate</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Location</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Baltimore, Maryland</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Department</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Front Office / Patient Services</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Reports To</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Program Director / Office Manager</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">FLSA Classification</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Non-Exempt (hourly)</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Employment Status</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Full-Time, 40 hours per week</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Wage Range</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | $15.00/hr during 90-day introductory period; $16.00 - $18.00/hr post-introductory period</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Schedule</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | Monday - Friday, 8:00 AM - 5:00 PM (one-hour unpaid lunch); occasional Saturday rotation as needed</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Introductory Period</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | 90 days from start date; conversion to permanent status is discretionary and not guaranteed</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Posting Date</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"> | May 2026</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Position Summary</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">The Administrative Front Desk Associate is the first point of contact for K&amp;I Healthcare Services patients, families, referral sources, and visitors at the Baltimore location. This position is responsible for patient registration, appointment scheduling, insurance verification, copay collection, telephone management, and supporting the clinical team in delivering compassionate, organized, HIPAA-compliant care.</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">This is a HIPAA-sensitive role with direct patient interaction and limited access to scheduling and demographic information in the K&amp;I electronic health record system. The Associate operates under strict minimum-necessary access principles and does NOT access clinical documentation.</span></p>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Essential Functions</span></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Patient Registration &amp; Scheduling</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Greet patients, families, and visitors warmly and professionally upon arrival.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Complete patient registration in the K&amp;I electronic health record (ICANotes), including demographics, insurance information, emergency contacts, and required consents.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Schedule, reschedule, and confirm patient appointments per provider templates and K&amp;I scheduling protocols.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Verify and update patient demographics and insurance information at every visit.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Coordinate with clinical staff to manage same-day add-ons, urgent slots, and scheduling changes.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Send and document appointment reminders via approved K&amp;I channels (phone, secure text, EHR portal).</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Manage the patient waiting room, ensuring HIPAA-compliant sign-in, a comfortable wait experience, and timely communication of delays.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Insurance Verification &amp; Financial</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Verify insurance eligibility and benefits prior to or at the time of patient visits using payer portals (Carelon, Maryland Medicaid MCOs, commercial payers).</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Obtain prior authorizations as needed in coordination with the billing team.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Collect copays, coinsurance, and self-pay amounts at the time of service; provide receipts.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Reconcile daily cash drawer and document deposits per K&amp;I cash handling SOP.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Explain insurance benefits and self-pay options to patients at a basic level; escalate complex questions to the billing team.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Maintain accurate financial documentation in the EHR and K&amp;I billing systems.</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"><br><br></span></li>\n</ul>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Telephone &amp; Communication Management</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Answer incoming phone calls professionally and route to appropriate staff or take detailed messages.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Manage the K&amp;I Baltimore main phone line, including voicemail review and timely callback documentation.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Conduct outbound calls for appointment reminders, no-show follow-up, and routine patient communications.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Coordinate with referral sources (primary care providers, hospitals, community organizations) on intake referrals.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Handle phone-based crisis triage per K&amp;I protocol: identify, escalate to clinical staff immediately, and stay with the caller until handoff is complete.</span><span style=\"color: rgb(73, 75, 80); font-size: 10pt\"><br><br></span></li>\n</ul>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">HIPAA &amp; Privacy Stewardship</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Maintain strict HIPAA compliance in all patient interactions, including waiting room protocols, phone conversations, and chart access.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Apply minimum-necessary standards to all PHI access; access patient information only as required for assigned duties.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Identify and immediately report any privacy concerns or incidents to the K&amp;I Compliance Officer.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Ensure all paper documents containing PHI are properly secured during the workday and shredded per K&amp;I retention SOP.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Office Administration</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Maintain an organized front office workspace and patient waiting area.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Sort, distribute, and process incoming mail, faxes, and packages.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Maintain inventory of front office supplies and coordinate orders as needed.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Support clinical staff with administrative tasks (preparing patient folders, printing intake packets, scanning documents into EHR).</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Open and close the office per K&amp;I daily opening/closing SOP.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Coordinate with cleaning and maintenance vendors per established schedule.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Patient Experience</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Treat every patient and family member with dignity, respect, and trauma-informed care principles.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">De-escalate upset or anxious patients with empathy and professionalism.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Provide clear, accurate information about appointment logistics, K&amp;I policies, and patient rights.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Recognize and respond appropriately to signs of patient distress; escalate to clinical staff as needed.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Champion patient confidentiality and dignity in every interaction.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Required Qualifications</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">High school diploma or equivalent (GED) required; associate's degree or completion of a medical office assistant program preferred.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Minimum 1 year of front desk, receptionist, or customer service experience required; healthcare setting strongly preferred.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and ability to learn electronic health record systems.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Excellent verbal and written communication skills in English.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Strong customer service orientation and ability to remain professional in high-stress situations.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Basic math skills for cash handling and copay calculations.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Ability to pass pre-employment background check (including OIG LEIE + SAM.gov exclusion checks), drug screening, and reference verification.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Authorization to work in the United States (Form I-9 verification + E-Verify).</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">CPR/First Aid certification (or willingness to obtain within 30 days of hire; K&amp;I covers cost).</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Preferred Qualifications</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Prior experience in a behavioral health, mental health, or substance use treatment setting.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Familiarity with ICANotes or similar EHR systems.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Familiarity with Maryland Medicaid MCO portals and commercial insurance verification.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Bilingual (English/Spanish) strongly preferred and may qualify for differential compensation.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Knowledge of medical terminology and behavioral health basics.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Experience working with diverse populations, including individuals experiencing mental health and substance use challenges.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"color: rgb(73, 75, 80); font-size: 10pt; font-weight: bold\">Knowledge, Skills &amp; Abilities</span></p>\n<ul>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Trauma-informed care orientation and ability to engage compassionately with patients in vulnerable states.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Cultural humility and ability to serve diverse patient populations.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">High emotional intelligence and capacity for de-escalation.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Strong organizational skills and ability to manage multiple priorities simultaneously.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Detail orientation and accuracy in documentation.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Discretion and professionalism in handling confidential information.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Strong professional boundaries; ability to maintain appropriate role with patients and clinical staff.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Willingness and ability to follow established SOPs and protocols.</span></li>\n<li><span style=\"color: rgb(73, 75, 80); font-size: 10pt\">Ability to work as part of a team and contribute to a positive workplace culture</span></li>\n</ul>",
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