Office Coordinator (Bloomington, Minnesota)

charliehealth; BLOOMINGTON (MN); On-site; USD 28,000 - 34,000; Full time

Job summary

Charlie Health seeks an Office Coordinator to manage the Bloomington, Minnesota office and support care delivery. This in-person role handles administrative paperwork, data entry, and data transfers across systems in collaboration with Compliance to ensure HIPAA-compliant operations.

The position requires 2+ years in office coordination or related roles, preferably in healthcare or behavioral health. Monday–Friday, 9:00 AM–5:00 PM, on-site with a collaborative team at Charlie Health.

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-need 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.

Job description

Why Charlie Health?

Millions of people across the country are navigating mental health conditions, substance use disorders, and eating disorders, but too often, they're met with barriers to care. From limited local options and long wait times to treatment that lacks personalization, behavioral healthcare can leave people feeling unseen and unsupported.

Charlie Health exists to change that. Our mission is to connect the world to life-saving behavioral health treatment. We deliver personalized, virtual care rooted in connection-between clients and clinicians, care teams, loved ones, and the communities that support them. By focusing on people with complex needs, we're expanding access to meaningful care and driving better outcomes from the comfort of home.

As a rapidly growing organization, we're reaching more communities every day and building a team that's redefining what behavioral health treatment can look like. If you're ready to use your skills to drive lasting change and help more people access the care they deserve, we'd love to meet you.

About the Role

We are seeking an Office Coordinator to manage the day-to-day operations of our Bloomington, Minnesota 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-need 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,

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-need 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 pr