Care Admin Specialist (Part-Time)

About Charlie Health

Charlie Health is focused on making high-quality behavioral healthcare more accessible for people managing mental health conditions, substance use disorders, and eating disorders. The company’s model centers on personalized virtual care and strong human connection among clients, clinicians, care teams, families, and supportive communities. Its goal is to remove barriers such as long waits, limited local options, and one-size-fits-all treatment.

As a fast-growing organization, Charlie Health is expanding into more communities and building a team that helps redefine what effective behavioral health treatment can look like.

About the Role

The Care Admin Specialist supports core operations by keeping patient records accurate, moving information between systems, and providing day-to-day administrative help to admissions and clinical teams. This position is important to maintaining data quality, process efficiency, and reliable support across departments. Performance is evaluated based on productivity, day-to-day output, and the ability to prioritize urgent work.

Key Responsibilities

• Check and move patient information between Salesforce and medical records platforms accurately and efficiently, following the required processes.
• Keep patient charts and records current, complete, and well organized in line with internal and regulatory expectations.
• Update patient details in databases and electronic health record systems, while monitoring for inconsistencies and correcting errors quickly.
• Support admissions and clinical teams with scheduling, meeting coordination, document preparation, correspondence, and other administrative tasks.
• Handle attendance tracking for different teams, complete assigned admin work, manage scheduling, and respond to team questions related to workflow or technology.
• Follow HIPAA and other compliance requirements to safeguard patient privacy and confidentiality, including proper data handling, storage, and disposal.
• Work closely with admissions, clinical, and administrative colleagues to ensure smooth communication and coordinated patient care operations.
• Take part in training and development to strengthen skills in care administration, data management, and compliance.

Qualifications

• At least 1 year of relevant work experience.
• Associate’s degree or bachelor’s degree in health sciences, communications, or a related field.
• Background in healthcare or administrative work involving data operations, data management, manual entry, data reconciliation, or data migration is preferred but not mandatory.
• Strong organization and attention to detail, with the ability to juggle several priorities and deadlines in a fast-moving environment.
• Clear communication and people skills, with the ability to work effectively across functions and with different stakeholders.
• Strong commitment to confidentiality and compliance standards.
• Willingness to learn new tools, processes, and procedures.
• Experience with tools such as GSheets, Salesforce, and EMRs is an advantage.
• Availability to work 20 to 28 hours per week.
• Must be available either for 4 days per week with 5-hour shifts or 5 days per week with 4-hour shifts, with some weekend availability required.
• Shift options include Monday to Friday starts at 8:00 AM or 10:00 AM MST, and Friday to Sunday starts at 6:00 AM, 8:00 AM, 10:00 AM, or 12:00 PM MST.

Work Schedule

This part-time role requires coverage across Monday through Sunday, with flexibility to choose preferred working days within the schedule requirements. Weekend availability is needed.

Location Restrictions

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

Background Check Requirement

Because of the nature of the work, selected candidates must complete several state background checks before they can be cleared to see clients. Florida requires a fingerprint-based background check, and Charlie Health covers the full cost of that check.

Equal Opportunity and Application Notice

Charlie Health is an equal opportunity employer and aims to create a workplace where people can show up authentically and feel supported. Hiring decisions are based only on role-related qualifications, without consideration of disability or accommodation needs.

Applications for Colorado candidates are reviewed on a rolling basis.

Candidates are asked not to call the public clinical admissions line about this position.

Applicants should be alert to recruitment fraud. Charlie Health does not ask for payment, software downloads, or banking information during early hiring stages. Official communication comes only from @charliehealth.com addresses, not personal email services.

Recruiting agencies should not send unsolicited referrals, as the company does not pay fees for them.

By applying, candidates agree to the company’s Privacy Policy and Terms of Service and consent to receive application-related SMS messages, which may involve standard message and data charges. Message frequency may vary, and users can reply STOP to opt out or HELP for assistance.

Company Values

• Connection: care deeply and inspire hope.
• Congruence: stay curious and follow the evidence.
• Commitment: act urgently and persist.