Care Operations Administrator

NAVITA HEALTH

Navita Health is a next-generation behavioral health company committed to transforming the way people experience recovery from substance use disorder (SUD) and mental health challenges. Our name, meaning “new life,” is exactly what we aim to create for every person we serve.

Through compassionate care, real-time access, and innovative technology, we deliver a personalized, holistic, and coordinated support system. Whether it's through assessments, peer-led services, outpatient care, or digital tools, Navita Health offers an integrated platform that simplifies the path to healing and empowers individuals to rebuild their lives with confidence.

We don’t just treat symptoms—we restore hope, build sustainable resilience, and help people embrace a healthier future.

This is a primarily remote position and candidates must live in Minnesota, Ohio or South Carolina to be considered.

POSITION OVERVIEW

As the Care Operations Administrator, you are the essential face and voice of our organization. Serving as the primary point of contact for clients, providers, clinicians, and community partners, you set the tone for our care delivery through warm, professional, and efficient communication. In this high-impact role, you will champion the seamless execution of day-to-day administrative functions—expertly managing the intake funnel, managing front line operations, and coordinating schedules to optimize programming services. By bridging the gap between clinical needs and back-office efficiency, your work ensures that our service lines run smoothly and every experience is a supportive, highly coordinated journey from their very first interaction.

ESSENTIAL DUTIES & RESPONSIBILITIES

Care Intake Operations

• Monitor Scheduling & Assessment Logs: Oversee incoming service referrals and track scheduled clinical appointments to ensure accurate tracking data.
• Coordinate Client Onboarding: Verify new client profiles, clear out duplicate accounts, and manage the administrative enrollment process.
• Manage Service Line Enrollment: Process incoming client referrals across various clinical programs and care service lines.
• Manage and Support Scheduling Assessor Scheduling as needed

Administrative Coordination

• Handle Compliance Documentation: Prepare, review, and process required intake documentation and Release of Information (ROI) forms.
• Coordinate Partner Documentation: Prepare and distribute administrative packets for legal, medical, and community partners.
• Maintain Electronic Records: Keep client profiles updated with accurate dates, clinical session history, and updated program statuses.

Support Functions

• Support Billing & Invoicing: Coordinate invoicing for self-pay clients, track payments, and log receipt confirmations in client files.
• Optimize Clinician Scheduling: Review clinician schedules, add scheduling updates, and coordinate with providers to adjust availability as needed.
• Conduct Operational Audits: Review completed daily sessions to verify that documentation, billing codes, and notes are finalized.

Communications

• Provide Clinical Updates: Inform clinicians about important appointment details, scheduling flags, or client updates ahead of time.
• Conduct Client Outreach: Connect with clients to gather missing paperwork, follow up on overdue forms, and reschedule missed appointments.
• Manage Inbound Communications: Utilize shared email aliases and communication templates to handle administrative inquiries professionally.

QUALIFICATIONS

Required

• High school diploma or equivalent required, Associates degree or higher preferred
• Previous administrative or care coordination experience in an outpatient, residential, or clinical setting required, substance use disorder/mental health experience preferred
• Proficiency with email, scheduling tools, and office software
• Excellent verbal and written communication skills
• Strong customer service orientation
• Ability to manage high call volume and adapt to flexible scheduling needs
• Detail-oriented, organized, self-directed and team player
• Ability to sit for extended periods and work with close vision

Preferred

• Relevant education or certification in substance use disorder (SUD) treatment
• Knowledge of substance use terminology and healthcare administrative procedures
• Experience with electronic health record (EHR) systems and HIPAA practices

SUPERVISORY RESPONSIBILITIES

None

WORK ENVIRONMENT

• Moderate noise level typical of office/clinical settings
• Regular sitting; frequent use of hands, phone, and computer
• Occasional standing and walking
• Ability to lift/move up to 10 pounds occasionally

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EQUAL EMPLOYMENT OPPORTUNITY

Navita Health is a proud equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive workplace for all employees, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or Veteran status.