CHERRY ASSISTANT JOBS

Practice Operations Coordinator (Part Time)

Remote role for Cherry Assistant through Cherry Assistant.

PART TIMEAmericas (North, Central, South America)20 hrs/week$430- $600 per month

Job Description

What this role covers

Overview:

We are hiring a Practice Operations Coordinator for a clinician-led private practice company in the Mental Health industry. This is a Part-Time Remote role for a US-based client. The role is focused on end-to-end patient coordination, prior authorizations, scheduling, vendor coordination, and accounts receivable follow-up. The ideal candidate is empathetic, meticulously organized, tech-savvy, and a proactive critical thinker who can anticipate needs and work autonomously.

Key Responsibilities:

  • Serve as the primary point of contact for patients via phone, email, and portal; provide timely, empathetic support and triage requests

  • Manage the provider’s calendar: schedule/reschedule appointments, confirm visits, and coordinate across multiple state licenses and time zones

  • Own medication prior authorizations (PAs) and insurance-related follow-up; coordinate with pharmacies and payers to ensure timely approvals

  • Monitor accounts receivable with the billing company; reconcile encounters vs. payments, escalate delays, and track resolution to closure

  • Coordinate and lead recurring vendor touchpoints (e.g., SEO/website partner and billing partner); maintain agendas, notes, and action items

  • Maintain accurate documentation in the EHR and shared trackers; prepare weekly status reports and simple performance metrics

  • Build and refine SOPs, forms, and workflows; identify gaps, recommend tools, and liaise with vendors to improve efficiency

  • Manage referral intake and a patient waitlist; ensure clear communication, prioritization, and timely handoffs

  • Perform insurance eligibility/benefits checks as needed; verify coverage prior to visits

  • Support light outbound marketing once core workflows are stable (e.g., emailing/calling local therapy groups/PCPs for referrals and coordinating materials)

Required Qualifications:

  • 2–4 years of experience in US healthcare administration or medical practice coordination

  • Hands-on experience with prior authorizations and payer/pharmacy coordination

  • Experience monitoring accounts receivable or collaborating with third-party billing partners

  • Exceptional written and verbal English; calm, compassionate, and professional patient communication

  • Highly organized self-starter with strong critical thinking; able to anticipate needs and manage priorities with minimal supervision

  • Proficiency with EHR/EMR systems and calendar management

  • Working knowledge of HIPAA and handling PHI in a virtual environment

Preferred Qualifications:

  • Experience in behavioral/mental health settings

  • Familiarity with MD Toolbox or similar e-prescribing tools

  • Experience with CoverMyMeds and major US payer portals for PAs

  • Proven process improvement/SOP creation and basic workflow automation

  • Bilingual Spanish/English is a plus

Required Skills & Tools:

  • EHR/EMR systems (e.g., SimplePractice, TherapyNotes, Luminello) and e-prescribing (e.g., MD Toolbox)

  • Insurance/PA platforms (e.g., CoverMyMeds) and payer/pharmacy portals

  • Google Workspace or Microsoft 365; spreadsheets and shared trackers; VoIP/phone and HIPAA-compliant messaging/telehealth tools (e.g., RingCentral, Zoom, Doxy.me)

Schedule & Pay:

  • Part-Time position; 20 hours per week to start, with a consistent 4-hour morning block aligned to US Central Time (CT)

  • Fully remote role for a US-based client

  • Pay ranges from R 7000– R 9800 (~$430- $600) per month for part-time; opportunity to scale to full-time, approx. R 14 000- R 19 600 (~$860–$1200) per month as the practice grows and hours increase

  • Includes structured onboarding, training, and strong growth potential into a full-time operations role

System Requirements:

  • Internet speed of at least 20 Mbps upload and download

  • Computer with a 2.4 GHz processor or higher

  • 8 GB of RAM or higher

  • Windows 10 or newer, or Mac OS X 10.10 or newer

  • HD 720p webcam

  • Headset with microphone

Benefits:

  • Competitive pay rates

  • Consistent hours and predictable workload

  • Fully remote work with long-term potential

  • Direct collaboration with the clinician-founder, making a real impact

  • Supportive and inclusive work environment

  • Opportunity to grow alongside a scaling private practice