Practice Operations Associate

Location: Remote

Department: Clinical Operations

Practice Operations Associate

Location: Remote
Employment Type: Full-time, W2 Hourly, non-exempt, benefits eligible
Compensation: $20-23/hour

About FamilyWell

FamilyWells mission is to transform womens mental health across the reproductive journey, from fertility through menopause. We embed evidence-based, insurance-covered mental health care directly into womens health practices, making mental health support available where patients already receive care.

By integrating a virtual team of care managers, coaches, therapists, and psychiatric providers into clinical workflows, FamilyWell is expanding access to mental health support, improving outcomes for women and families, and reducing the administrative burden for our provider partners.

About the Role

FamilyWell is seeking a detail-oriented, organized, and proactive Practice Operations Associate to support the day-to-day administrative operations of our growing mental health care program.

In this role, you will help ensure that patient referrals, medical records, insurance information, and clinical documentation are processed accurately and efficiently. Youll work closely with our clinical, operations, and billing teams to support seamless coordination of care and maintain strong relationships with our partnering healthcare practices.

This position is ideal for someone who thrives in a fast-paced environment, enjoys creating order and efficiency, and takes pride in ensuring that important details are handled accurately and on time.

What Youll Do

Patient Referrals & Registration

• Process incoming patient referrals and ensure timely, accurate entry into patient management systems.
• Collect, verify, and maintain patient demographic, insurance, and referral information.
• Support patient registration and onboarding processes.
• Identify and resolve missing or incomplete information to help patients access care without unnecessary delays.
• Coordinate with internal teams and partner practices to address referral-related questions or issues.

Medical Records & Documentation

• Maintain accurate, complete, and up-to-date patient records across electronic health record (EHR) and practice management systems.
• Support the timely exchange of clinical documentation with referring providers and partner practices.
• Update patient information, appointment records, and other relevant documentation as needed.
• Identify and resolve discrepancies in patient records to ensure data accuracy and consistency.
• Ensure all documentation is handled in accordance with HIPAA and organizational policies.

Insurance & Billing Support

• Verify patient insurance eligibility and benefits to support timely access to care.
• Identify insurance coverage issues and coordinate with the appropriate team members to resolve them.
• Assist with routine billing-related administrative tasks, including processing applicable patient charges.
• Collaborate with billing and operations teams to address administrative issues that may affect reimbursement or the patient experience.

Practice Operations & Administrative Support

• Provide day-to-day administrative support to clinical and operations teams.
• Monitor and manage administrative workflows to ensure tasks are completed accurately and on time.
• Communicate with internal team members and external partners to facilitate smooth operations.
• Identify opportunities to streamline processes, improve efficiency, and reduce administrative burden.
• Assist with reporting, data management, and other operational projects as needed.

What You Bring

Required Qualifications

• At least 2 years of experience in healthcare administration, with a focus on insurance eligibility and benefits verification, revenue cycle management (RCM), or related medical practice operations.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities.
• Comfort working with electronic health records, practice management systems, and other digital tools.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively in a remote, fast-paced environment.
• Understanding of patient confidentiality and HIPAA requirements.
• A proactive, solutions-oriented mindset and willingness to learn new processes and systems.

Preferred Qualifications

• Experience in behavioral health, womens health, or a related healthcare setting.
• Familiarity with insurance eligibility verification and medical billing processes.
• Experience working with multiple EHR or practice management platforms.
• Proficiency with spreadsheets, data entry, and basic reporting.
• Experience supporting a growing healthcare organization or multi-site medical practice.

What Success Looks Like

In this role, success means:

• Patient referrals and registration information are processed accurately and promptly.
• Medical records and clinical documentation are complete, organized, and up to date.
• Insurance and administrative issues are identified and resolved proactively.
• Clinical teams and partner practices receive timely, reliable administrative support.
• Patient information is managed securely and in accordance with privacy requirements.
• You contribute to efficient, scalable workflows that support a positive patient and provider experience.

Why Join FamilyWell?

At FamilyWell, we believe every woman deserves access to high-quality mental health care, regardless of where she is in her reproductive journey.

As a Practice Administrator, youll play an essential role in making that care possible. Your work behind the scenes will help ensure that patients receive timely support, clinicians can focus on delivering excellent care, and our partner practices have a seamless experience working with FamilyWell.

Youll join a mission-driven, collaborative, and growing team committed to improving womens mental health and transforming the healthcare experience.

FamilyWell Health is an equal opportunity employer. We welcome applicants of all backgrounds and are committed to building a team that reflects the patients we serve.

Please be aware of recruitment scams. FamilyWell will never ask candidates to pay money, request sensitive personal information early in the process, or conduct interviews over unsecured platforms. All official communication will come from an @familywellhealth.com email address.