Office Coordinator

About the role

We are seeking an Office Coordinator to manage the day-to-day operations of our office and play a vital role in facilitating care delivery at our healthcare organization.

Responsibilities

• Manage day-to-day office operations and ensure a well-organized, welcoming environment for staff and visitors
• Process administrative paperwork that facilitates care delivery, including payor and license applications, claims submissions, and data entry and reconciliation across systems, on an as-needed basis
• Possess strong organizational skills and meticulous attention to detail across internally and externally facing work
• Partner with the Compliance team to ensure the office maintains the operational infrastructure required to support on-site behavioral health services
• Lead a wide variety of organizational projects within People Operations and cross-functionally
• Aid our IT team with issues as needed and support the storage and management of devices
• Be a champion of Charlie Health’s culture through planning events and team meetings
• Support leadership with one-off special projects
• Data Review and Transfer: Review and transfer patient data accurately and efficiently between Salesforce and medical records systems. Ensure that all information is entered correctly and in compliance with established protocols and standards
• Administrate Patient Chart Maintenance: Maintain patient charts and records, ensuring that all documentation is complete, up-to-date, and organized according to internal guidelines and regulatory requirements
• Data Entry and Management: Enter and update patient information in databases and electronic health records systems as needed. Monitor data integrity and accuracy, identifying and resolving discrepancies or errors promptly
• Perform Administrative Support: Provide administrative support to the admissions and clinical teams, including scheduling appointments, organizing meetings, preparing documents, and handling correspondence. Assist with other administrative tasks as assigned
• Performing Attendance for various teams, Admin tasks as assigned, scheduling for various teams, responding to teams inquires supporting them with workflow or tech/questions
• Compliance Adherence: Adhere to compliance standards and regulations, including HIPAA, to protect the privacy and confidentiality of patient information. Follow established procedures for data handling, storage, and disposal
• Team Collaboration: Collaborate with internal teams, including admissions, clinical, and administrative staff, to ensure seamless communication and coordination of patient care and administrative activities
• Training and Development: Participate in training programs and professional development opportunities to enhance your knowledge and skills in care administration, data management, and compliance practices

Requirements

• 2+ years of experience in office coordination, administrative support, or a related role; experience in a healthcare or behavioral health organization preferred
• Familiarity with administrative paperwork processes such as payor credentialing, license applications, claims submissions, and data entry; training will be provided for organization-specific systems
• Comfort working alongside compliance or clinical operations teams in a regulated environment
• Strong organizational skills and meticulous attention to detail across internally and externally facing work
• Interpersonal and communication skills with a natural, collaborative style
• Self-starter who is biased toward action and can manage multiple tasks with shifting priorities
• Work authorized in the United States with native or bilingual English proficiency
• Must be available to work fully in-office Monday through Friday, 9:00 AM to 5:00 PM, and located within a reasonable commuting distance of the office location