Job Title: Operations Assistant
Location: Hybrid
Job Type: Part-Time (15–30 hours/week) with the potential for Full-Time (40 hours/week)
Reports To: Chief Operating Officer
Compensation: Commensurate on experience (starting at $20 per hour)
About Us:
Conifer Counseling is a community-focused behavioral health practice committed to providing compassionate, high-quality care to our clients across our offices in Conifer, Bailey, and Fairplay, Colorado. We believe that thoughtful, organized support behind the scenes directly contributes to meaningful outcomes for our clients.
We are looking for an individual with a unique skill set, who is versatile to assist the functions of the Operations Department to include, but not limited to the Finance Department, Medical Department, Team Support, and Quality Assurance.
This role supports the heart of our internal operations. The ideal candidate is highly organized, detail-oriented, and proactive, with experience managing administrative systems and ensuring operational quality across multiple domains. This person will play a critical role in creating an efficient, compliant, and positive work environment, while maintaining the integrity and efficiency of our Operations Department. This person will provide direct support to the Finance and Billing Manager, Medical Director and PMHNPs, Team Support Manager, and Quality Assurance Manager.
Position Overview:
The Operations Assistant will provide key administrative support in our billing and finance operations. This role is ideal for someone who is highly organized and eager to learn. This person will work both independently and collaboratively with the Finance and Billing Manager, ensuring our financial operations are accurate, timely, and responsive to client needs.
The Operations Assistant will have a strong background in prescription coordination and medication management systems. This position does not require direct patient care but does require familiarity with the administrative processes involved in prescription workflows, including managing communication with pharmacies and utilizing national databases related to controlled substances.
The Operations Assistant will play a key role in ensuring smooth internal operations across human resources, office administration, and quality assurance functions. This candidate enjoys working independently and collaboratively within a small team environment.
The ideal candidate will have expertise across all areas, but is not required. We will train the right candidate.
Key Responsibilities:
- Finance & Billing Support
- Reconcile mailed checks and payments received
- Assist with third-party billing processes
- Verify new client information, copays, and required documentation in SimplePractice
- Follow up with clients regarding declined or missing credit card information
- Reconcile bank transactions with records in SimplePractice
- Monitor and pull Explanation of Payments (EOPs) from third-party payment portals
- Maintain accurate credit card expense reports and track receipts
- Perform daily Medicaid eligibility verifications
- Contact clients regarding inactive Medicaid coverage prior to appointments
- Reconcile Medicaid claims in SimplePractice and Google Sheets
- Assist with budget tracking and expense reporting
- Maintain documentation for audits and reporting
- General Administrative Support
- Check mail weekly
- Respond to client emails and calls professionally and in a timely manner
- Maintain and update client billing records (in SimplePractice and physical files)
- Support client billing processes as needed
- Provide general clerical support to the Finance Department and the Finance and Billing Manager
- Medical Administrative Support
- Coordinate prescription requests, refills, and renewals for psychiatric providers.
- Communicate with pharmacies to resolve issues related to prescription transmission, delays, insurance rejections, and prior authorizations.
- Navigate and manage national databases and prescription monitoring programs (e.g., PDMP) to ensure compliance with regulations related to controlled substances.
- Maintain accurate medication records in the electronic health record (EHR) system.
- Support providers with administrative tasks related to medication management, including flagging potential issues or client inquiries.
- Assist in maintaining compliance with agency protocols and state/federal guidelines for controlled substances.
- Serve as a liaison between the clinical team, pharmacies, and insurance providers regarding medication issues.
- Monitor and track prescription-related communications and ensure timely follow-ups.
- Provide administrative support for medication-related workflows, such as preparing documents for telehealth or follow-up appointments focused on medication management.
- Assist in administrative duties related to scheduling appointments, such as ensuring proper forms are sent and contacting patients who need to be rescheduled
- Team Support Administrative Assistance
- Become familiar with Bamboo
- Manage onboarding and offboarding processes
- Maintain employee records and assist with compliance tracking
- Coordinate benefits and time-off systems
- Support performance evaluation processes
- Ensure HR policies and procedures are current and followed
- Oversee day-to-day administrative operations
- Manage office supplies, equipment, and vendor relationships
- Organize internal communications and meeting logistics
- Quality Assurance
Administrative Support- Monitor compliance with internal policies and external regulatory requirements
- Assist with internal audits and documentation reviews
- Help implement and track quality improvement initiatives
- Coordinate data collection and reporting for quality and operational benchmarks
What We're Looking For:
- Strong attention to detail – You double-check your work and ensure accuracy across all tasks
- Organized – You manage your inbox, documents, and to-do list methodically
- Strong written and verbal communication – You communicate clearly and respectfully with clients and team members
- Critical thinking – You are resourceful and ask thoughtful questions
- Self-starter – You take initiative and follow through on your responsibilities
- Comfort with numbers – You have basic comfort navigating payment information and financial tracking
- Team Player – You value collaboration and are adaptable to shifting priorities
- Job Knowledge & Technical Skill – You demonstrate an understanding of objectives, duties, responsibilities, and expectations of the job
Qualifications:
- Required:
- Prior experience in an administrative or clerical role, human resources, office management, bookkeeping, and/or quality assurance in a healthcare or behavioral health setting, (some experience with a focus on medication coordination)
- Ability to maintain confidentiality and work with sensitive information
- Strong understanding of HIPAA and confidentiality in a healthcare setting
- Excellent interpersonal, organizational, and written/verbal communication skills
- Strong computer skills
- Proficiency with Google Workspace (Gmail, Sheets, Docs) and Microsoft Office Suite (to include Microsoft Excel)
- Willingness to learn electronic health record systems (e.g., SimplePractice) and financial portals
- Familiarity with electronic prescription systems (eRx, Dr. First), PDMP (Colorado PDMP), and EHR platforms (e.g., Epic, Simple Practice).
- Demonstrated ability to troubleshoot common issues related to prescription workflows.
- Knowledge of HR and compliance standards (state and federal)
- Flexibility to support the Finance Department, Medical Department, Team Support Department and Quality Assurance Department with additional duties as needed
- Highly organized with keen attention to detail and the ability to multitask
- Preferred, but not required:
- Experience in healthcare, billing, or insurance (especially in the behavioral health industry)
- Experience working in a mental health or psychiatric clinic environment
- Familiarity with medication terminology and insurance processes
- Familiarity with EHR systems like SimplePractice and third-party insurance portals
- Familiarity with quality improvement processes or frameworks (internal QA systems)
- HR certification (e.g., SHRM-CP, PHR) a plus
- Experience with payroll and benefits platforms
Compensation & Benefits:
- Competitive hourly rate (dependent on experience starting at $20/hour)
- Schedule flexibility and opportunities for in-person and remote work
- Ability to accumulate paid sick time-off
- Training provided in all tools and systems used
Work Environment & Schedule:
- Standard office environment within a mental health clinic setting
- Schedule includes mostly remote flexibility depending on agency needs
- 15 - 30 hours a week on finance and billing assistant duties, medical administrative assistant duties, team support administrative duties, and quality assurance administrative duties.
- Possibility for full time employment (32-40 hours per week)
- All other duties as assigned
To Apply:
Please submit your resume and cover letter explaining your interest in the role and how your skills align with the position directly through our Bamboo system. This job posting will close on June 22, 2025. Applications will be reviewed on a rolling basis.
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