We are hiring a Practice Operations Coordinator for a clinician-led private practice company in the Mental Health industry. This is a Part-Time Remote role for a US-based client.

The role is focused on end-to-end patient coordination, prior authorizations, scheduling, vendor coordination, and accounts receivable follow-up.

Key Responsibilities

- Serve as the primary point of contact for patients via phone, email, and portal; provide timely, empathetic support and triage requests
- Manage the provider’s calendar: schedule/reschedule appointments, confirm visits, and coordinate across multiple state licenses and time zones
- Own medication prior authorizations (PAs) and insurance-related follow-up; coordinate with pharmacies and payers to ensure timely approvals
- Monitor accounts receivable with the billing company; reconcile encounters vs. payments, escape delays, and track resolution to closure
- Coordinate and lead recurring vendor touchpoints (e.g., SEO/website partner and billing partner); maintain agendas, notes, and action items
- Maintain accurate documentation in the EHR and shared trackers; prepare weekly status reports and simple performance metrics
- Build and refine SOPs, forms, and workflows; identify gaps, recommend tools, and liaise with vendors to improve efficiency
- Manage referral intake and a patient waitlist; ensure clear communication, prioritization, and timely handoffs
- Perform insurance eligibility/benefits checks as needed; verify coverage prior to visits
- Support light outbound marketing once core workflows are stable (e.g., emailing/calling local therapy groups/PCPs for referrals and coordinating materials)

Required Qualifications

- 2–4 years of experience in US healthcare administration or medical practice coordination
- Hands-on experience with prior authorizations and payer/pharmacy coordination
- Experience monitoring accounts receivable or collaborating with third-party billing partners
- Exceptional written and verbal English; calm,



compassionate, and professional patient communication
- Highly organized self-starter with strong critical thinking; able to anticipate needs and manage priorities with minimal supervision
- Proficiency with EHR/EMR systems and calendar management
- Working knowledge of HIPAA and handling PHI in a virtual environment

Preferred Qualifications

- Experience in behavioral/mental health settings
- Familiarity with MD Toolbox or similar e-prescribing tools
- Experience with CoverMyMeds and major US payer portals for PAs
- Proven process improvement/SOP creation and basic workflow automation
- Bilingual Spanish/English is a plus

Required Skills & Tools

- EHR/EMR systems (e.g., SimplePractice, TherapyNotes, Luminello) and e-prescribing (e.g., MD Toolbox)
- Insurance/PA platforms (e.g., CoverMyMeds) and payer/pharmacy portals
- Google Workspace or Microsoft 365; spreadsheets and shared trackers; VoIP/phone and HIPAA-compliant messaging/telehealth tools (e.g., RingCentral, Zoom, Doxy.me)

Schedule & Pay

- Part-Time position; 20 hours per week to start, with a consistent 4-hour morning block aligned to US Central Time (CT)
- Fully remote role for a US-based client
- Pay ranges from R 7000 – R 9800 (~$430 - $600) per month for part-time; opportunity to scale to full-time, approx. R14,000- R19,600 (~$860 – $1,150) per month as the practice grows and hours increase
- Includes structured onboarding, training, and strong growth potential into a full-time operations role

System Requirements

- Internet speed of at least 20 Mbps upload and download
- Computer with a 2.4 GHz processor or higher
- 8 GB of RAM or higher
- Windows 10 or newer, or Mac OS X 10.10 or newer
- HD 720p webcam
- Headset with microphone

Benefits

- Competitive pay rates
- Consistent hours and predictable workload
- Fully remote work with long-term potentialDirect collaboration with the clinician-founder, making a real impact
- Supportive and inclusive work environment
- Opportunity to grow alongside a scaling private practice

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📌 Practice Operations Coordinator (Colombia)
🏢 Cherry Assistant
📍 Colombia