Care Admin Specialist (Part-Time)

Why Charlie Health?

Millions of people across the country are navigating mental health conditions, substance use disorders, and eating disorders, but too often, they’re met with barriers to care. From limited local options and long wait times to treatment that lacks personalization, behavioral healthcare can leave people feeling unseen and unsupported.

Charlie Health exists to change that. Our mission is to connect the world to life-saving behavioral health treatment. We deliver personalized, virtual care rooted in connection—between clients and clinicians, care teams, loved ones, and the communities that support them. By focusing on people with complex needs, we’re expanding access to meaningful care and driving better outcomes from the comfort of home.

As a rapidly growing organization, we're reaching more communities every day and building a team that’s redefining what behavioral health treatment can look like. If you're ready to use your skills to drive lasting change and help more people access the care they deserve, we’d love to meet you.

About the Role

As a Care Admin Specialist, you will play a crucial role in supporting the operations of our organization by ensuring the accuracy and completeness of patient data, facilitating the transfer of information between systems, and providing administrative support to the admissions and clinical teams. Your role will be pivotal in ensuring the accuracy, integrity, and efficiency of our data processes, supporting various departments across the organization in delivering exceptional care and service. Success will be measured by the productivity and performance of your daily tasks as well as your ability to prioritize completion of high-priority tasks.

We’re a team of passionate, forward-thinking professionals eager to take on the challenge of the mental health crisis and play a formative role in providing life-saving solutions. If you’re inspired by our mission and energized by the opportunity to increase access to mental healthcare and impact millions of lives in a profound way, apply today.

Responsibilities

• 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.
• 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.
• 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.

Qualifications

• 1+ years of relevant work experience
• Associate or Bachelor's degree in health sciences, communications, or relevant field
• Previous experience in a healthcare or administrative role relating to data operations, data management, or related roles, with a strong understanding of data reconciliation, manual data entry, and data migration processes is a plus but not required
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and stakeholders.
• Commitment to maintaining confidentiality and adhering to compliance standards and regulations.
• Willingness to learn and adapt to new systems, processes, and procedures.
• Knowledge of database systems and tools such as GSheets, Salesforce, and EMRs is a plus.

Availability: 20-28 hours per week, with some weekend availability required.

You can work any days you prefer, Monday through Sunday. At minimum, your schedule must follow at minimum one of these two patterns:

• Five 4-hour shifts per week, or
• Four 5-hour shifts per week

Shift start times (all MST):

• Monday–Thursday: 8:00 AM or 10:00 AM
• Friday–Sunday: 6:00 AM, 8:00 AM, 10:00 AM, or 12:00 PM

Note: We are not currently considering applicants in AK, CA, CO, CT, MA, ME, MN, NJ, NY, OR, WA and Washington D.C. for this position. 

Based on the nature of this role, you will need to complete several state background checks for clearance to see clients. Florida requires a fingerprint based background check, with more information found here. Please note that the cost for this background check will be paid for in full by Charlie Health. #li-remote

Our Values

• Connection: Care deeply & inspire hope.
• Congruence: Stay curious & heed the evidence.
• Commitment: Act with urgency & don’t give up.

Please do not call our public clinical admissions line in regard to this or any other job posting.

Please be cautious of potential recruitment fraud. If you are interested in exploring opportunities at Charlie Health, please go directly to our Careers Page: https://www.charliehealth.com/careers/current-openings. Charlie Health will never ask you to pay a fee or download software as part of the interview process with our company. In addition, Charlie Health will not ask for your personal banking information until you have signed an offer of employment and completed onboarding paperwork that is provided by our People Operations team. All communications with Charlie Health Talent and People Operations professionals will only be sent from @charliehealth.com email addresses. Legitimate emails will never originate from gmail.com, yahoo.com, or other commercial email services.

Recruiting agencies, please do not submit unsolicited referrals for this or any open role. We have a roster of agencies with whom we partner, and we will not pay any fee associated with unsolicited referrals.

At Charlie Health, we value being an Equal Opportunity Employer. We strive to cultivate an environment where individuals can be their authentic selves. Being an Equal Opportunity Employer means every member of our team feels as though they are supported and belong. We value diverse perspectives to help us provide essential mental health and substance use disorder treatments to all young people.

Charlie Health applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.

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