Provider Operations Coordinator
About The Position
Total Life is a behavioral health company focused exclusively on the 65+ population. We make quality, affordable mental health and emotional support services accessible to a generation that has been overlooked by digital health. Our team is small, mission-driven, and growing fast — we recently ranked among the highest-growth healthcare companies in North America. If you've ever wanted to work somewhere your administrative excellence directly improves outcomes for older adults navigating loneliness, grief, anxiety, or major health changes — this is that role. You'll be the operational backbone of our US provider network, partnering with our Provider Success Manager to keep our clinicians supported, credentialed, and compliant. This is a hands-on coordinator role — not a management role — and the work matters because every form processed correctly means a senior gets care faster.
Requirements
- 2–4 years in medical office administration or healthcare operations.
- Working knowledge of US healthcare admin (W9, NPI, CPT codes) and HIPAA. If you have Canadian healthcare admin experience and a strong appetite to learn US systems, tell us — we'll consider you.
- A diploma or certificate in Medical Office Administration, or equivalent experience.
- Comfort across Slack, Google Workspace, and Electronic Health Records — and confidence picking up new tools quickly.
- A detail orientation that catches the missing signature, the expiring license, the misfiled fax — before anyone else notices.
- Strong communication skills and the patience to follow up with busy clinicians while keeping the relationship warm.
Responsibilities
- Onboard new US providers end-to-end: W2/1099 paperwork, W9 collection, system access, EHR setup.
- Maintain our Provider Success dashboard so state licenses, NPIs, and insurance credentials never lapse.
- Keep our tech stack in sync — Jotform, Slack, EHR, website bios, and digital business cards.
- Support audits (including Payments Audits), CPT code list maintenance, and payroll/billing process documentation.
- Be the friendly, reliable point of contact for providers handling renewals, expirations, and admin questions.
- Maintain provider files in line with HIPAA and our privacy standards.
- Partner with Customer Support on cross-functional handoffs.
- Help keep clinical documentation and training materials current.
Benefits
- Comprehensive medical, dental, and vision for you and your dependents.
- 2 weeks paid vacation + statutory holidays + paid sick leave.
- A close-up view of how a fast-growing healthcare startup runs, and a manager who is invested in your development.
- Work that meaningfully improves the lives of older adults — every day, in concrete ways.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
