Office Coordinator (Scottsdale, Arizona)

Charlie Health•Scottsdale, AZ

4d•Onsite

About The Position

Charlie Health is seeking an Office Coordinator to manage the day-to-day operations of their Scottsdale, Arizona office. This role is vital in facilitating care delivery within the healthcare organization. The Office Coordinator will handle 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. This role 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. 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 eager to address the mental health crisis.

Requirements

2+ years of experience in office coordination, administrative support, or a related role
Familiarity with administrative paperwork processes such as payor credentialing, license applications, claims submissions, and data entry
Comfort working alongside compliance or clinical operations teams in a regulated environment
Strong organizational skills and meticulous attention to detail
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 Scottsdale, Arizona, Monday through Friday, 9:00 AM to 5:00 PM
Must be located within a reasonable commuting distance of Scottsdale, Arizona

Nice To Haves

Experience in a healthcare or behavioral health organization preferred
Training will be provided for organization-specific systems

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 the 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, ensuring compliance with protocols and standards
Maintain patient charts and records, ensuring all documentation is complete, up-to-date, and organized
Enter and update patient information in databases and electronic health records systems, monitoring data integrity and accuracy
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, including performing attendance for various teams, admin tasks, scheduling, and responding to team inquiries
Adhere to compliance standards and regulations, including HIPAA, to protect patient information privacy and confidentiality
Collaborate with internal teams, including admissions, clinical, and administrative staff, to ensure seamless communication and coordination
Participate in training programs and professional development opportunities