Administrative Virtual Assistant Jobs in Rochester, NY

About the Role

We are seeking an Office Coordinator to manage the day-to-day operations of our office and play a vital role in facilitating care delivery at our 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 our 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 our office.

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

• 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
• 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.

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 Monday through Friday, 9:00 AM to 5:00 PM, and located within a reasonable commuting distance of the office location

Charlie Health is pleased to offer comprehensive benefits to all full-time, exempt employees. Read more about our benefits here.

The total target base compensation for this role will be between $18 and $22/hour at the commencement of employment. Please note, pay will be determined on an individualized basis and will be impacted by location, experience, expertise, internal pay equity, and other relevant business considerations. Further, cash compensation is only part of the total compensation package, which, depending on the position, may include stock options and other Charlie Health-sponsored benefits.