Practice Operations Coordinator (Part-Time / Ongoing)

Job Title: Practice Operations Coordinator (Automation & Revenue Cycle) Project Type: Part-Time / Ongoing (10–15 hours/week during system testing; 3–5 hours/week for long-term management) Required Experience: Mid-to-Senior Level Project Overview We are seeking an operations-minded, highly organized Practice Operations Coordinator to manage and audit our automated school-based therapy practice. Instead of spending your days doing manual data entry, your primary role is to serve as the human safety net and controller for our software infrastructure—monitoring client onboarding flows, auditing revenue lifecycles, and managing insurance exceptions. Ecosystem & Software Management You will be trained to monitor and audit our central software stack: GoHighLevel: Tracking client pipeline movements and text logs. Insurance Portals & Dashboards: Reviewing real-time eligibility logs and automated claim-status tracking dashboards. Intake & Calendar Systems: Resolving flagged application data and managing scheduling logic. Structured Scope of Responsibilities Daily Exception Audit: Review the automated dashboards for any failed insurance verifications, stalled intakes, or API timeouts, manually intervening to resolve "Red Light" pipeline errors. Weekly Claims Quality Review: Audit the clearinghouse dashboard for stalled or denied claims, directly coordinating technical adjustments with our note-writing and billing team. Structured Weekly Dashboard: Compile and deliver a structured 4-part weekly metrics report (System Health, Revenue Tracker, Intake Pipeline volumes, and Automation Health scores) to the practice owner every Friday by 5:00 PM. Monthly Compliance Management: Execute a routine security checklist, review user system permissions, and verify active HIPAA Business Associate Agreements (BAAs). Preferred Experience & Qualifications Prior administrative experience in a private therapy practice, mental health clinic, or pediatric healthcare environment. Knowledge of Medicaid managed care, school-based behavioral health parameters, or youth therapy billing cycles. Strong familiarity navigating GoHighLevel pipelines or standard healthcare clearinghouse portals. Exceptional self-discipline regarding structured, routine weekly reporting timelines.