Provider Operations Coordinator

Provider Operations Coordinator

Employment Type:

Full-time, salaried position

Reports To:

Clinical Director

Location:

Remote/Hybrid

Equity:

Offered

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.
• 2. 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.
• 3. 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.
• 4. 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.
• 5. 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.