Care Admin Specialist

About Charlie Health

Charlie Health is focused on removing barriers to behavioral healthcare for people living with mental health conditions, substance use disorders, and eating disorders. The organization provides personalized virtual treatment that connects clients, clinicians, care teams, loved ones, and communities so people can receive meaningful support from home.

The company is growing quickly and is building a team committed to expanding access to life-saving behavioral health treatment and improving outcomes for people with complex needs.

Role Overview

As a Care Admin Specialist, you will support day-to-day operations by managing patient information accurately, moving data between systems, and assisting admissions and clinical teams with administrative work. This position is important to maintaining data quality, process efficiency, and strong support across departments.

Success in this role will be evaluated through the quality and speed of your daily output, along with how well you prioritize urgent work. The team is looking for someone motivated by the mission of increasing access to mental healthcare and helping deliver impactful care.

Key Duties

• Check and transfer patient records between Salesforce and medical records systems with accuracy and consistency.
• Keep patient charts current, complete, and organized according to internal standards and regulatory needs.
• Input and update patient information in databases and electronic health record tools, while identifying and correcting discrepancies.
• Support admissions and clinical teams with scheduling, meeting coordination, document preparation, correspondence, attendance tracking, and other assigned administrative tasks.
• Respond to team questions and assist with workflow or technical issues as needed.
• Follow HIPAA and other privacy-related requirements to protect patient confidentiality and ensure compliant data handling, storage, and disposal.
• Work closely with admissions, clinical, and administrative teams to keep communication and care operations running smoothly.
• Take part in training and development to build knowledge of care administration, data management, and compliance practices.

Qualifications

• At least 1 year of relevant work experience.
• Associate degree or bachelor’s degree in health sciences, communications, or a related discipline.
• Experience in healthcare or administrative data operations is preferred, including data reconciliation, manual entry, or data migration, though it is not mandatory.
• Strong organization skills and a sharp eye for detail, with the ability to juggle multiple deadlines in a fast-paced setting.
• Clear communication and strong people skills for working with cross-functional teams and stakeholders.
• Comfort with confidentiality requirements and compliance standards.
• Willingness to learn new systems, workflows, and tools.
• Experience with GSheets, Salesforce, and EMRs is an advantage.

Schedule and Availability

This part-time position requires 20 to 28 hours per week. You must be able to work either 5 days per week for 4-hour shifts or 4 days per week for 5-hour shifts. Some weekend coverage is required, and you may choose which days to work between Monday and Sunday.

Available start times are 8:00 AM or 10:00 AM MST on Monday through Friday. On Friday, Saturday, and Sunday, shifts may begin at 6:00 AM, 8:00 AM, 10:00 AM, or 12:00 PM MST.

Location and Eligibility

This role is not open to candidates in Alaska, California, Maine, New York, Oregon, Washington State, Washington, D.C., Massachusetts, New Jersey, Connecticut, or Minnesota.

Applicants should also be prepared to complete several state background checks before receiving clearance to see clients. In Florida, a fingerprint-based background check is required, and the company covers that cost in full.

Additional Information

Applications for Colorado candidates are reviewed on a rolling basis.

Charlie Health is an Equal Opportunity Employer and welcomes candidates from diverse backgrounds. Selection is based on qualifications only, without regard to disability or the need for accommodation.

By submitting an application, candidates agree to the company’s Privacy Policy and Terms of Service. Applicants also consent to receive SMS updates about their application; standard message and data rates may apply, message frequency may vary, and STOP can be used to opt out while HELP can be used for assistance.

Recruitment fraud caution: the company will not request payment, software downloads, or banking information during the interview process. Official communications come only from @charliehealth.com email addresses. Unsolicited agency referrals are not accepted.

Candidates are asked not to call the public clinical admissions line regarding this or any other job opening.

Company Values

• Connection: care deeply and inspire hope.
• Congruence: stay curious and follow the evidence.
• Commitment: act quickly and keep going.