Medical Office Manager (US Virtual Operations)

Total Life, Inc.•Vancouver, BC

10h•Onsite

About The Position

At Total Life, we believe that the later chapters of life should be defined by growth, purpose, and emotional resilience. We are on a mission to revolutionize healthier aging by combating the silent epidemic of mental health issues and anxiety among the elderly. Our work is driven by a deep-seated commitment to making quality, affordable emotional support services easily accessible to a demographic that is too often overlooked in the digital health revolution. We are a behavioral health company solely dedicated to the 65+ population. Our values are rooted in empathy, evidence-based care, and accessibility. We don't just provide therapy; we empower seniors to redefine their identity, navigate complex health changes, and maintain a high quality of life. When you join Total Life, you aren't just joining a platform—you are joining a movement to ensure that every senior has a partner in their mental health and wellness journey. Voted as one of the Fortune 500 Top 5 Highest Growth Companies, we operate at a breakneck pace. We are looking for a highly organized Medical Office Manager to join our Vancouver office. In this role, you will be the operational backbone of our provider network, working directly under the Provider Success Manager to execute the day-to-day administrative and compliance needs of our US-based healthcare providers. You will be responsible for the "boots on the ground" tasks—from onboarding and credentialing to systems management—ensuring that our providers have everything they need to deliver exceptional care.

Requirements

2–4 years in medical office administration or healthcare operations.
Certificate or Diploma in Medical Office Administration.
Familiarity with US medical documentation (W9, NPI, CPT codes) and HIPAA regulations is essential.
Proficiency in Slack, Google Suite, and Electronic Health Records (EHR). You should be comfortable learning new software quickly.
You are the type of person who catches a missing signature or an expired license before it becomes a problem.
Ability to support US-based clinicians with a high level of empathy and professionalism while reinforcing platform standards

Nice To Haves

You are a "high-agency" problem solver who identifies gaps and implements solutions without waiting for a playbook.
You have the interpersonal finesse to chase busy clinicians for paperwork while maintaining a supportive, professional relationship.
You instinctively look three steps ahead to see how a change in one area (like a provider's schedule) will ripple through the entire system.
You thrive at a "breakneck" pace and remain a calm, organized presence even when processes are being built or refined in real-time.
You care deeply about our 65+ demographic and bring the emotional intelligence required to support providers in the behavioral health space.

Responsibilities

Lead the administrative "heavy lifting" for new US providers, including onboarding, processing W2/1099 transitions, collecting W9s, and setting up system access.
Maintain the "Provider Success" dashboard to ensure all US state licenses, NPIs, and insurance credentials are up to date.
Manage the flow of information across our tech stack (Jotform, Slack, EHR). You will be responsible for updating therapist bios, digital business cards, and website pages.
Assist the Provider Success Manager with auditing (e.g., Payments Audits), maintaining CPT code lists, and creating payroll/billing flowcharts.
Serve as a primary point of contact for providers regarding administrative hurdles, license expiry reminders, and general office inquiries.
Ensure all provider files and records are kept in strict accordance with HIPAA and company privacy standards.
Work closely with the customer support team
Help maintain clinical documentation and update training materials.
Assist with responding to faxes and voicemails from external stakeholders.
Perform a variety of administrative and data entry tasks to support our internal team
Perform other related duties and tasks assigned by the clinical operations manager or medical director.