Office Coordinator (Peabody, Massachusetts)

Charlie Health•Peabody, MA

8d•$18 - $22•Onsite

About The Position

Charlie Health is seeking an Office Coordinator to manage the day-to-day operations of their Peabody, Massachusetts office. This role is vital in facilitating care delivery by handling administrative paperwork essential to clinical operations, including processing payor and license applications, completing data entry, reconciling data across systems, and submitting claims on an as-needed basis, alongside broader office responsibilities. The Office Coordinator will also partner closely with the Compliance team to ensure the office is operationally equipped to support on-site behavioral health services. This is a fully in-office role, Monday through Friday, 9:00 AM to 5:00 PM, in-person at their Peabody office. Charlie Health is a rapidly growing organization focused on connecting people to life-saving behavioral health treatment through personalized, virtual care. They are looking for passionate, forward-thinking professionals to join their mission of redefining behavioral health treatment and expanding access to care.

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
Strong 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 in our Peabody, Massachusetts location, Monday through Friday, 9:00 AM to 5:00 PM. Must also be located within a reasonable commuting distance of Peabody, Massachusetts.

Nice To Haves

Experience in a healthcare or behavioral health 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
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
Assist 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
Be the person in the office with all the answers–someone who team members and visitors can rely on for information
Support leadership with one-off special projects
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.
Maintain patient charts and records, ensuring that all documentation is complete, up-to-date, and organized according to internal guidelines and regulatory requirements.
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.
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.
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.
Collaborate with internal teams, including admissions, clinical, and administrative staff, to ensure seamless communication and coordination of patient care and administrative activities.
Participate in training programs and professional development opportunities to enhance your knowledge and skills in care administration, data management, and compliance practices.