Clinical Operations Coordinator for Anywhere Wellness

Anywhere Wellness New Hire Profile: Clinical Operations Coordinator We are looking for a Clinical Operations Coordinator to join our team in a full-time, remote position. This is a crucial support role that requires a blend of administrative, technical, and interpersonal skills. About ANYWHERE WELLNESS PLLC At Anywhere Wellness, we are committed to delivering exceptional and accessible care by seamlessly integrating counseling and medication management into a streamlined Telehealth experience. We accept insurance and provide prompt appointment availability, ensuring personalized and timely support for residents across Washington State. Description Clinical Administrative Coordinator We are looking for a Clinical Operations Coordinator to join our team in a full-time, remote position. This is a crucial support role that requires a blend of administrative, technical, and interpersonal skills. The ideal candidate is a self-starter who thrives in a dynamic, remote environment and is eager to contribute to the growth of our startup. • This is a full-time, 40-hour per week position for someone in the Pacific Standard Time (PST) zone (10:00 AM - 7:00 PM PST). New Hire Profile: Ideal Candidate Profile We are seeking a tech-savvy, highly adaptable, and proactive individual with a positive, professional demeanor. This person should be a natural "homebody" who is comfortable and motivated working independently from home, in the Pacific Standard Time (PST) zone to ensure consistent coverage. Personality & Interpersonal Skills • Warm and Engaging: A bubbly, friendly personality that can handle phone and client communications with ease. • High Social Reciprocity: Possesses great communication skills and the ability to pick up on subtle social cues, understanding a client's mood and adjusting responses accordingly. Previous mental health experience is a plus. • Detail-Oriented: Has a strong knack for organization and picks up on subtle details. • Proactive & Driven: A self-initiator who anticipates needs and takes ownership of tasks without being prompted. • Multitasker: Can manage multiple responsibilities effectively and calmly. • Culturally Accepting: Welcoming and inclusive of a diverse community. Technical & Work Style • Tech-Savvy: Proficient in technology, particularly Excel, and eager to expand their skills. We are looking for someone with a interest in tech who can apply those skills to administrative and operational tasks. • Routine-Oriented: Values and thrives on a consistent schedule and routine. This person must adhere to a set schedule with pre-approved vacation time. • Remote-Focused: Genuinely seeks and values a full-time, remote position. • Adaptable: Comfortable helping to define the role as it evolves and willing to take on a wide range of tasks as needed. • Team-Oriented: A reliable team player who is willing to assist the executive team with their ongoing needs and train new employees as the company expands. • Financial Motivation: Open to working overtime if necessary. • Personal Life: We have a preference for candidates who do not have children in the household or other individuals nearby and must be within a safe distance by themselves while working related to privacy concerns and the HIPPA law, which will allow our candidate to have greater flexibility and focus during work hours additionally. Clinical Operations Coordinator: Key Responsibilities This new role is designed to provide essential and comprehensive support across various administrative and operational areas. As a developing position, duties may be assigned and shifted day to day based on the needs of the team, requiring a high degree of adaptability. Administrative & Communications Support • Front-line Communication: Serve as the first point of contact for clients and staff by managing all inbound and outbound communication via phone calls, emails, and texts. • Scheduling: Meticulously manage calendars, schedule meetings, and coordinate appointments for both the team and leadership. • Documentation: Draft, proofread, and organize a wide range of documents, reports, and internal communications. • Coverage: Provide consistent coverage for phones and emails, with the potential for evening and weekend cross-coverage to ensure seamless operations. Data & Operations Management • Auditing and Data Entry: Perform detailed data entry and conduct monthly audits and checks on client charts and information to ensure complete accuracy and compliance. • Clinical Compliance: Ensure that clinical protocols and operational standards are consistently followed across all client records and processes. • Analytics and Reporting: Create and manage spreadsheets to input and analyze key data. Track essential metrics, including patient retention rates, appointment totals, weekly averages, and new client retention. • Operational Support: Provide broader operational management support through various administrative tasks, audits, and data entry. Team & Executive Assistance • Direct Support: Offer direct administrative and executive-level support to the leadership team. A key function of this role is to be available full-time on video (with designated breaks) to provide immediate assistance during working hours. • Meeting Coordination: Help prepare for staff meetings by gathering necessary materials, taking notes, creating detailed action plans, assigning tasks, and following up to ensure projects are progressing. • Proactive Task Management: Anticipate team needs and proactively take on tasks to increase efficiency and support the overall team workflow. • Project and Research Assistance: Assist with special projects, research, and data analysis as required by the executive team. Operational & Client-Focused Support • Billing & Invoicing: Handle billing, invoicing, and eligibility checks. The goal is for this role to manage these tasks, thereby freeing up other team members to focus on different priorities. This role will have limited access to high-level financial data. • Client Follow-ups: Proactively assist with scheduling patient follow-ups, calling clients who have not scheduled to prevent them from falling through the cracks. • Supply and Document Management: Coordinate orders for office supplies and client referral gift cards. Assist with preparing and mailing important documents like employee handbooks. • Client Engagement: Foster a personal connection with clients by handling tasks such as birthday acknowledgements and other personal touches. • Clinical Support: Perform Medical Assistant (MA)-level tasks such as assisting with refill request/clinician messaging, assistance with clinician/client medication coordination, including occasionally calling pharmacies for stock. Collaboration & Development • Adaptability: Embrace an ever-changing environment by being open to taking on a wide range of tasks as the company's needs evolve, including assisting with personal tasks for the executive team. • Training and Onboarding: Act as a resource for training new staff, such as future receptionists or care coordinators, as the team expands. Note: This role is fully designed to be highly adaptable. The ideal candidate will be a partner in defining and refining their duties as the company grows and needs evolve. Check us out at: http://www.anywherewellness.com Salary $14 - $15 per hour Apply tot his job Apply To this Job