Practice Operations Coordinator – Multi-Site Behavioral Health

Kindwell Partners; United States; On-site; USD 55,000 - 85,000; Full time

Job summary

Kindwell Partners is a growth-minded MSO partnering with behavioral health practices nationwide. We’re seeking a Practice Operations Coordinator to tie together our central team and local practices, ensuring smooth patient intake, timely follow-ups and well-documented processes.

You’ll own intake, weekly practice check-ins, cross-practice workflows, new-site integrations, and data reporting, while supporting finance, billing and compliance.

Qualifications

• 3+ years in operations or practice coordination, ideally in multi-location services.
• Excellent organizational skills with ability to manage multiple threads.
• Clear, warm communication with clinicians, staff and leadership.
• Comfort with EHRs and project management tools; solid spreadsheet skills.
• Working knowledge of HIPAA and handling patient information properly.

Responsibilities

• Intake operations: track inquiry response times, booking rates, and maintain scripts and handoffs.
• Practice check-ins: run weekly ops reviews and close open items.
• Cross-practice workflows: document and maintain onboarding, scheduling, clinician setup.
• New practice integration: run accounts, systems, introductions and reporting.
• Data and reporting: keep practice data accurate and prepare weekly leadership snapshot.
• Central team support: coordinate with finance, billing, recruiting and compliance.

Skills

Organizational excellence

Clear communication

HIPAA knowledge

EHR familiarity

Project management tools

Tools

ClickUp

Asana

Spreadsheets

Job description

We buy the practice. The clinician still runs it.

Kindwell Partners is a management services organization (MSO) that partners with and acquires behavioral health group practices across the country. Our founders stay on to lead their practices clinically. We provide the engine behind them: finance, billing, operations, technology, recruiting and growth. Each practice keeps its local name and its culture. Kindwell makes it easier to run, more profitable and able to grow.

We're a small, fast-moving team growing across several states. Everyone here builds systems, owns outcomes and cares about clinicians being able to do their best work.

The role

You're the connective tissue between Kindwell and our practices. You'll keep the day-to-day running: patient intake, practice check-ins, and the handoffs between our central team and each location. When something falls between the cracks, you catch it, route it and follow it until it's closed. This role suits someone who loves organized systems, clear follow-through and helping practice teams feel supported.

What you'll own

• Intake operations. Track inquiry response times and booking rates at every practice. Keep intake scripts, workflows and handoffs consistent. Spot and fix bottlenecks.
• Practice check-ins. Run a weekly operations check-in with each practice's leadership. Track open items, elevate what needs escalating and close the loop.
• Cross-practice workflows. Document and maintain the shared processes our practices run on: onboarding, scheduling, clinician setup and supply and vendor requests.
• New practice integration. Run the integration checklist when we add a practice: accounts, systems, introductions, deadlines and status reporting.
• Data and reporting. Keep practice data accurate in our reporting platform and prepare the weekly operations snapshot for leadership.
• Central team support. Coordinate with finance, billing, recruiting and compliance. You route issues to the right owner. You don't make billing, credentialing or compliance decisions yourself.

What you bring

• 3+ years in operations or practice coordination, ideally in behavioral health, healthcare or another multi-location service business
• Very organized, and able to keep many threads moving at once without dropping any
• Clear, warm communication with clinicians, front-desk staff and leadership
• Comfort with EHRs, project management tools (ClickUp, Asana or similar) and spreadsheets
• Working knowledge of HIPAA and handling patient information properly

Nice to have

• Experience centralizing intake or scheduling across locations
• Exposure to insurance verification or credentialing workflows
• Experience supporting an acquisition or new-site launch

What success looks like at 90 days

• Weekly check-ins running with every practice, with an open-items tracker leadership trusts
• Intake response time and booking rate reported weekly for every practice
• Integration checklist documented and used on the next acquisition
• Top 5 cross-practice workflows written as SOPs