Care Admin Specialist (Part-Time)

Full Job Description

Why Charlie Health?

We are currently facing a nationwide mental health epidemic marked by rising rates of depression, anxiety, trauma, substance use disorders, and suicide. At the same time, those seeking help often encounter barriers—whether geographic, financial, or systemic—that prevent them from receiving timely and effective care. This urgent need calls for a reimagined approach to behavioral health treatment.

At Charlie Health, our mission is to connect the world to life-saving mental health treatment. Our innovative virtual programs combine curated group sessions, individual therapy, and family therapy, delivered through personalized, evidence-based treatment plans designed for sustainable healing from the comfort of home. By connecting individuals with shared experiences and fostering supportive communities, Charlie Health provides a pathway to long-term recovery, with over 90% of our clients seeing improvement in their most challenging mental health symptoms.

Every member of our team shares a deep commitment to this mission. If you’re driven to make a meaningful impact, we invite you to join us in reshaping the future of mental healthcare.

About the Role

As a Care Admin Specialist, you will play a crucial role in supporting the operations of our organization by ensuring the accuracy and completeness of patient data, facilitating the transfer of information between systems, and providing administrative support to the admissions and clinical teams. Your role will be pivotal in ensuring the accuracy, integrity, and efficiency of our data processes, supporting various departments across the organization in delivering exceptional care and service. Success will be measured by the productivity and performance of your daily tasks as well as your ability to prioritize completion of high-priority tasks.

Our team is full 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. We are looking for a candidate who is inspired by our mission and excited by the opportunity to build a business that will impact millions of lives in a profound way.

Responsibilities

  • 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.
  • 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.

Qualifications

Other Jobs You May Be Interested In

  • 1+ years of relevant work experience
  • Associate or Bachelor’s degree in health sciences, communications, or relevant field
  • Previous experience in a healthcare or administrative role relating to data operations, data management, or related roles, with a strong understanding of data reconciliation, manual data entry, and data migration processes is a plus but not required
  • Strong organizational skills and attention to detail, with the ability to manage multiple priorities and deadlines in a fast-paced environment.
  • Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams and stakeholders.
  • Commitment to maintaining confidentiality and adhering to compliance standards and regulations.
  • Willingness to learn and adapt to new systems, processes, and procedures.
  • Knowledge of database systems and tools such as GSheets, Salesforce, and EMRs is a plus.

Note: We are not currently considering applicants in CA, CO, NY, and WA for this position. #LI-REMOTE

Our Values

  • Connection: Care deeply & inspire hope.
    • We care personally about every single person in the Charlie Health ecosystem: our clients, providers, and team members alike.
    • We inspire hope with every interaction, reminding our clients that we truly and unconditionally believe in them.
  • Congruence: Stay curious & heed the evidence.
    • We ask “why” five times before we’re satisfied with the answer. We don’t stick to the status quo; we challenge our assumptions and remain humble.
    • Above all, we’re results-oriented. When we find data that calls our original plan into question, we modify or pivot.
  • Commitment: Act with urgency & don’t give up.
    • We work as swiftly as possible. The mental health crisis is relentless, and so are we.
    • Our clients don’t give up and neither do we. Persistence is our superpower.

Please do not call our public clinical admissions line in regard to this or any other job posting.

Please be cautious of potential recruitment fraud.  Health will never ask you to pay a fee or download software as part of the interview process with our company. In addition, Charlie Health will not ask for your personal banking information until you have signed an offer of employment and completed onboarding paperwork that is provided by our People Operations team. All communications with Charlie Health Talent and People Operations professionals will only be sent from @charliehealth.com email addresses. Legitimate emails will never originate from gmail.com, yahoo.com, or other commercial email services.

Recruiting agencies, please do not submit unsolicited referrals for this or any open role. We have a roster of agencies with whom we partner, and we will not pay any fee associated with unsolicited referrals.

At Charlie Health, we value being an Equal Opportunity Employer. We strive to cultivate an environment where individuals can be their authentic selves. Being an Equal Opportunity Employer means every member of our team feels as though they are supported and belong. We value diverse perspectives to help us provide essential mental health and substance use disorder treatments to all young people.

Charlie Health applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.

 

Care Admin Specialist (Part-Time)