Job Description

Provider Operations Coordinator

Employment Type: Full-time, salaried position

Reports To: Clinical Director

Location: Remote/Hybrid

Compensation: $55,000–$78,000 per year (commensurate with experience)

Equity: Offered

Benefits: 401(k), full health, dental, and vision insurance, generous unlimited PTO package

Role Type: Non-licensed, primarily non-patient-facing

Role Summary

The Provider Operations Coordinator is responsible for the daily operational support and infrastructure for Marvin Behavioral Health’s clinical team. In this role, you will serve as the key operational resource for providers, troubleshooting system issues, coordinating administrative workflows, ensuring process efficiency, and directing escalations to the appropriate teams. This is a non-clinical position; it does not involve providing clinical care or making decisions that require clinical licensure. Additional duties may be assigned as needed.

Qualifications

• Prior experience working with an Electronic Health Record (EHR) system is required.
• Experience with a specific EHR or scheduling platform is not required—training will be provided.
• Strong organizational skills; able to manage multiple workflows and competing priorities.
• Excellent written and verbal communication skills for effective coordination across clinical, billing, and operations teams.
• Comfortable working independently in a remote/hybrid environment.

Key Responsibilities

1. EHR and Provider Operational Support

• Serve as the primary operational point of contact for providers using organizational systems.
• Respond to operational inquiries and action items from providers.
• Troubleshoot EHR and appointment synchronization issues.
• Coordinate CPT code updates with Billing as needed.
• Manage provider account access, including password resets.
• Answer workflow and system-process questions (e.g., discharge workflows, diagnosis updates).
• Troubleshoot scheduling platform issues in collaboration with User-Success/Support Services.
• Monitor internal communication channels for provider operational issues.
• Oversee resolution of missing progress notes and diagnoses.
• Escalate clinical and billing-specific issues to the appropriate internal teams.

1. Submission Reports and Month-End Close

• Lead administrative processes to identify and resolve outstanding clinical documentation.
• Review and report on unsigned or outstanding provider notes and documentation.
• Communicate with leadership about unresolved documentation as needed.
• Track outstanding items throughout the monthly close process.
• Follow up with providers to ensure documentation is completed in accordance with company policy.
• Maintain process documentation for month-end close.

1. Provider Offboarding

• Manage the operational offboarding process for departing clinical staff.
• Remove EHR and scheduling platform access for departing providers.
• Send appropriate communications and exit documentation.
• Ensure all steps follow established offboarding SOPs, coordinating with other departments as necessary.
• Confirm and document completion of offboarding checklists and tasks.

1. Provider Onboarding and Systems Training

• Coordinate operational aspects of provider onboarding and systems training.
• Deliver onboarding and training for scheduling platforms and EHR systems.
• Set up and manage test client records as part of training.
• Train new providers on administrative workflows and support their systems access.
• Maintain updated onboarding documentation and SOPs.
• Coordinate with team members to provide additional systems support as needed.

1. Clinical Operations Administration

• Maintain workflow documentation and SOPs for clinical operations.
• Track recurring operational responsibilities within the clinical team.
• Coordinate operational follow-up across departments and produce operational reports.
• Identify recurring challenges and suggest process improvements.
• Support business continuity by documenting processes, ensuring clear ownership, and establishing backup coverage.

Marvin Behavioral Health is committed to diversity and inclusion and welcomes applicants from all backgrounds to apply.