Practice & Administrative Coordinator

Job Responsibilities

The role will evolve as the practice grows, but responsibilities may include:

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Insurance & Billing

• Verify patient insurance benefits

• Assist with insurance credentialing and payer administration

• Prepare and submit insurance claims

• Follow up on outstanding claims and billing issues

• Maintain accurate patient and insurance information

• Help identify and resolve insurance-related issues​

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Medical billing/claims experience is strongly preferred, but not required if you're highly organized and willing to learn.

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Patient & Practice Administration

• Support scheduling and patient communication

• Manage patient paperwork and administrative workflows

• Maintain the EMR and practice systems

• Organize forms, agreements, and resources

• Support onboarding of new clinicians

• Help create and improve practice workflows

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Website & Marketing Support

• Make routine website updates

• Publish and organize blog content

• Manage the practice email/newsletter list

• Assist with marketing initiatives

• Maintain accurate online information

• Support referral and outreach efforts

We are looking for someone who

• Is extremely organized and detail-oriented

• Can manage multiple priorities independently

• Is comfortable working primarily from home

• Communicates professionally with patients and healthcare professionals

• Is comfortable learning new software and systems

• Notices problems and takes initiative to solve them

• Enjoys improving processes rather than simply following them

• Can handle confidential patient information appropriately

• Is excited by a role that will evolve as the practice grows

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Healthcare administration, medical office, insurance verification, billing, claims, or EMR experience is a major plus.

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Experience with website management, email marketing, or content management is also helpful.

This Isn't Just an Administrative Role

We're not looking for someone to simply check boxes on a list of tasks.

We're looking for someone who can become an important part of the operational and patient-experience backbone of the practice.

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Today, that may mean verifying insurance, answering a patient question, submitting a claim, or updating the website.

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As we grow, it may mean helping onboard clinicians, improving workflows, coordinating administrative systems, and taking ownership of larger areas of practice operations.

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We want someone who cares about making the practice better—not just getting through the day's tasks.

What we offer

• Part-time hours to start

• Primarily remote work

• Flexible scheduling

• Potential for increased hours as the practice grows

• Variety in the role

• Direct collaboration with the founder and clinical team

• Opportunity to build systems rather than inherit outdated ones

• Potential to grow into a larger practice operations role

Patient Experience Matters

We don't see administration as separate from patient care.

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The way a patient is greeted, how clearly their questions are answered, how an insurance issue is handled, and whether someone takes the extra step to make something easier can meaningfully change how a patient experiences their care.

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We're looking for someone who is:

• Warm, friendly, and genuinely enjoys helping people

• Professional and thoughtful in every patient interaction

• Comfortable communicating with patients who may be confused, frustrated, or unsure of what to do next

• Attentive to the small details that make a healthcare experience feel easy and personal

• Conscious that every interaction represents the practice and its standards

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We also want someone who will speak up.

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If you notice that a process is confusing for patients, frustrating for providers, or simply isn't working as well as it could, we want you to tell us.

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We want our administrative team to help us continually improve patient experience, provider satisfaction, and the way the practice operates.

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That means this isn't a role where you are expected to simply follow a checklist forever. As the practice grows, we want you to help us figure out what should be on the checklist in the first place.

Why this role matters

We want everyone on the team doing what they do best.

Clinicians bring their clinical expertise; our administrative team brings expertise in organization, communication, systems, and operations. When each person can focus on their strengths—and rely on the rest of the team for the areas outside their expertise—the entire practice works better.

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That's the kind of team we're building: people who are excellent at what they do, who trust and support one another, and who understand that the best patient experience comes from all of us doing our part well.