Practice Operations Coordinator (1099 Contractor)

Practice Operations Coordinator

Independent Contractor – 1099 | Remote

Position Overview

Integrated Therapy and Recovery (ITR) is seeking an experienced Practice Operations Coordinator to provide administrative and operational support services for our growing telehealth mental health practice.

This role primarily supports the Practice Director in managing administrative operations, organizational workflows, and special projects across the practice. While the contractor may communicate with therapists, clients, referral sources, insurance representatives, and other stakeholders as needed, the primary focus is supporting practice operations, administrative systems, and organizational priorities rather than serving as a dedicated assistant to individual therapists.

This position is part of a growing administrative team and is ideal for someone who enjoys creating order, managing complex processes, solving problems, and helping an organization operate efficiently behind the scenes.

The ideal contractor is highly responsive, exceptionally detail-oriented, adaptable, and able to manage multiple priorities while maintaining excellent follow-through and communication.

This is not an entry-level administrative position. Candidates must have prior EHR experience and relevant healthcare, insurance, behavioral health, referral coordination, medical records, or practice operations experience.

Contractor Schedule & Workload

This is a remote independent contractor position. The schedule is somewhat flexible; however, some overlap with ITR’s regular business hours (PST) is needed for communication, coordination, time-sensitive tasks, and occasional phone-related support.

Phone coverage is not the sole focus of this role but may be requested on an as-needed basis, including assistance with voicemails, callbacks, client inquiries, referral coordination, and other practice-related communication.

Anticipated starting workload: approximately 5-10 hours per week, with potential to increase based on practice needs, contractor availability, and fit.

Areas of Support May Include

VA & Insurance Coordination

• Assisting with VA Community Care referral workflows.
• Notifying therapists of documentation needs, deadlines, and related follow-up.
• Tracking authorization timelines and renewal needs.
• Coordinating referral-related communication and follow-up.
• Assisting with insurance verification, authorizations, and related administrative processes.

Medical Records & Documentation

· Coordinating, tracking, preparing, and submitting medical records and documentation packets, including TriWest records requests.

· Monitoring documentation deadlines, outstanding notes, and required follow-up.

· Supporting note submission workflows, administrative tracking, and quality assurance processes.

Client & Scheduling Support

• Assisting with scheduling and appointment coordination, including VA client scheduling.
• Responding to client inquiries by phone, email, and text as needed.
• Supporting onboarding and intake-related administrative tasks.
• Providing professional, client-centered communication and customer service.
• Assisting with as-needed phone coverage, voicemails, callbacks, and client communication.

Practice Operations

• Maintaining accurate records within electronic systems, including SimplePractice.
• Completing data entry, reporting, tracking, and administrative audits.
• Assisting with process improvement initiatives and workflow development.
• Supporting special projects and organizational priorities.
• Helping build and strengthen administrative systems as the organization grows.

Required Experience & Skills

• Prior experience using an Electronic Health Record (EHR) system; SimplePractice experience strongly preferred.
• Prior experience in healthcare administration, behavioral health, medical office administration, insurance, care coordination, medical records, or a related field.
• Strong technology skills and ability to learn new software systems quickly.
• Exceptional attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Strong responsiveness to communication, including timely replies to messages, emails, questions, and project updates.
• Ability to independently manage multiple projects, deadlines, and competing priorities.
• Flexibility to shift priorities when urgent needs arise.
• Strong problem-solving and critical-thinking skills.
• Ability to maintain confidentiality and handle sensitive information professionally.

HIPAA, Confidentiality & Security Expectations

This role may involve access to confidential client information, protected health information (PHI), scheduling information, insurance information, authorization details, medical records, and internal practice operations.

The selected contractor will be required to:

• Maintain strict confidentiality of all client, therapist, business, and operational information.
• Follow HIPAA-compliant practices when accessing, handling, storing, transmitting, or disposing of PHI.
• Use secure systems and approved communication methods when handling client or practice information.
• Work from a private, secure location where client information cannot be seen or overheard by unauthorized individuals.
• Use secure internet access and appropriate device safeguards.
• Promptly report any suspected privacy, security, or confidentiality concern.
• Sign required confidentiality, HIPAA, and/or Business Associate Agreement documentation before beginning work.

About the Right Fit

The strongest candidate will be highly dependable, organized, proactive, and comfortable working independently in a remote environment. This person should be able to take ownership of tasks, follow through consistently, ask good questions when needed, and communicate clearly about status, delays, or barriers.

Because this role supports the Practice Director and broader administrative systems, strong internal communication is essential. The right fit will be responsive, collaborative, and able to keep work moving without needing constant reminders.

This position may be a good fit for someone who:

• Enjoys supporting leadership and helping execute organizational priorities.
• Is comfortable managing both routine administrative tasks and larger operational projects.
• Can shift between priorities without becoming overwhelmed.
• Communicates proactively rather than waiting for problems to arise.
• Is detail-oriented enough to manage forms, records, authorizations, deadlines, and documentation workflows accurately.
• Has experience with healthcare, behavioral health, insurance, medical records, VA Community Care, TriWest, Tricare, or referral coordination.
• Understands the importance of timely, accurate, and professional communication in a healthcare setting.

Application Questions

Please include brief responses to the following:

• Which EHR systems have you used? Please note whether you have experience with SimplePractice.
• Briefly describe your experience with healthcare administration, insurance, authorizations, referrals, medical records, or behavioral health operations.
• Have you worked with VA Community Care, TriWest, Tricare, or similar referral/authorization systems?
• What is your general weekly availability, and how much overlap do you have with standard PST business hours?

About ITR

Integrated Therapy and Recovery (ITR) is a California-based nonprofit mental health organization specializing in trauma, sex addiction and betrayal recovery. We serve Veterans, individuals, couples, teens and families. We are committed to providing high-quality care while building strong systems that support both our clients and our clinical team.

Pay: $20.00 per hour

Work Location: Remote