Paralegal - Licensing & Regulatory

Overview

At Groups, the Paralegal - Licensing & Regulatory will manage end-to-end company licensing and related regulatory support activities.  The role will focus on preparing, submitting, tracking, and maintaining licenses and permits required for all healthcare related activities. This role works closely with Executive Leadership, Operations, Quality, Compliance, and external agencies to ensure that all licenses remain current, compliant, and aligned with applicable federal and state requirements.  This role reports to the Chief Compliance Officer and General Counsel.

Fully Remote work (Not available to residents of: AK, AR, CA, HI, ID, MD, NE, SD, UT, WY).

Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Prepare, submit, and track applications for state substance use disorder treatment facility licenses across multiple states.
• Prepare, submit, and track all applications for laboratory licenses across multiple states.
• Assist with accreditation, DEA, CMS, CLIA, or other state agency registrations, modifications, and renewals, and maintain supporting documentation and records.
• Monitor license status, key dates, and renewal deadlines; maintain an accurate licensing calendar and proactively initiate renewal processes.
• Compile, organize, and verify required documentation (corporate, regulatory, quality, facility, ownership, etc.) for license submissions.
• Liaise with state and federal agencies, respond to routine inquiries, and follow up to resolve application issues or delays.
• Maintain organized electronic and physical files for all licenses, permits, registrations, and related correspondence.
• Coordinate with internal stakeholders (Operations, Quality, Legal, Finance, HR) to gather information needed for applications and renewals.
• Track and summarize regulatory or procedural changes impacting licensing requirements and flag them to management.
• Support internal and external audits/inspections by providing accurate and up‑to‑date licensing documentation.

This position is fully remote, however, for this role, we are prioritizing candidates who align with the Eastern time zone (EDT/EST) for consistent overlap and availability with our core clinical and operational teams. 

Other Duties and Responsibilities:

• Process and respond to all subpoenas.
• Support the legal team by conducting research on healthcare laws, regulations, and industry trends.
• Draft, review, and redline various healthcare agreements, including vendor contracts, employment agreements, NDAs, management services agreements, business associate agreements, and other commercial contracts.
• Draft, review, analyze, and organize documents in litigation and transactional matters.
• Assist with healthcare regulatory compliance projects involving Medicaid, Medicare, Stark Law, Anti-Kickback Statute, EKRA, telemedicine requirements, HIPAA, HITECH, 42 CFR Part 2, and state privacy laws. 
• Support employment law matters, including organizing employment-related documents, assisting with policy updates, tracking personnel-related legal requests, supporting responses to employee claims or agency inquiries, and coordinating with HR on sensitive matters.
• Perform administrative tasks as required, and other duties as assigned.

Qualifications

Knowledge, Skills and Abilities

• Strong attention to detail and accuracy in handling forms, dates, and documentation.
• Excellent written and verbal communication skills for interacting with agencies and internal teams.
• Strong organizational and time‑management skills, with the ability to manage multiple applications and deadlines concurrently.
• Excellent regulatory research skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Suite and comfort working in document management or tracking systems.
• Ability to interpret instructions, application guides, and regulatory requirements and translate them into clear tasks.
• Professionalism, discretion, and ability to handle sensitive company and regulatory information.

Qualifications & Requirements

• Bachelor’s degree preferred, ideally in Paralegal Studies, Legal Studies, Healthcare Administration, Regulatory Affairs, or a related field.
• Paralegal certificate from an accredited program strongly preferred (or equivalent relevant experience in a paralegal/compliance role).
• Minimum 2–3 years of experience as a Paralegal, Licensing Specialist, or similar role.
• Prior experience with licensing in healthcare, pharmaceuticals, medical devices, or other highly regulated industries strongly preferred.
• Experience interacting with state boards (e.g., Boards of Pharmacy) or similar regulatory bodies is a plus.
• Familiarity with DEA registrations or controlled substance regulatory requirements is beneficial.
• Prior experience at a substance use disorder or behavioral health treatment provider.
• Access to reliable internet and telephone services, specifically 50M download and 10M upload package or higher as well as a strong WiFi signal from your remote work location.
• Must meet pre-employment requirements and maintain all applicable state and job-related guidelines for background screening.  Depending on state-specific requirements, this may include fingerprinting, drug testing, health screening, CPR/Basic First Aid and license/credential verifications.