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 Operations Administrator at Navita Health, you serve as a critical bridge between frontline care coordination and back-office financial health. In this high-impact, hybrid responsibility role, you champion the seamless execution of day-to-day administrative functions—managing care intake, coordinating schedules, and overseeing the revenue life cycle from service delivery to reimbursement. Serving as a point of contact for clients and providers, you optimize care delivery through professional communication while driving efficiency, resolving claims, and ensuring our billing practices exceed industry standards. ESSENTIAL DUTIES & RESPONSIBILITIES Care Intake & Onboarding Operations Manage the End-to-End Intake Pipeline: Serve as a point of contact for the client intake funnel, processing incoming service referrals across all clinical programs and care service lines within strict timeframes to eliminate care access delays. Monitor Scheduling & Assessment Logs: Continuously oversee incoming referral queues, manage assessor availability, and track scheduled clinical appointments to ensure real-time accuracy and reduce drop-off in the enrollment pipeline. Execute Client Onboarding & Profiling: Process enrollment for new clients, performing account verifications, ensuring compliance, and capturing comprehensive demographic and insurance information upon initial contact. Coordinate Care Access & Readiness: Serve as the first line of contact for incoming clients and referral sources, conducting warm handoffs to clinical teams, providing intake orientation, and ensuring all pre-admission criteria are satisfied prior to the first appointment. Enforce Compliance & Information Governance: Prepare, audit, and collect all required intake documentation, consent forms, and Release of Information (ROI) agreements, ensuring strict compliance with HIPAA and healthcare privacy regulations before service delivery begins. Prepare Partner & Community Documentation: Assemble, audit, and distribute specialized administrative intake packets for medical, legal, and community partner organizations to facilitate streamlined care coordination and external reporting. Revenue Cycle & Billing Operations Manage Monthly Client Insurance Eligibility Verification: Conduct and document monthly insurance eligibility checks for all active clients to ensure accurate coverage information, identify coverage changes, and flag authorization requirements for upcoming services. Execute Billing & Claims Management: Support revenue cycle billing process with accuracy and timeliness; follow up on all rejected, denied, and outstanding claims across all service areas. Manage Authorizations & Collections: Submit authorization requests, coordinate invoicing for self-pay accounts, and work with insurance companies and individuals to resolve outstanding balances. Ensure Compliance: Assist team and leadership with close cycles, communicate necessary adjustments, findings, and ensure adherence to statutory billing requirements. Operational Support Support Prior Authorizations and Insurance Follow-Up: Submit prior authorization requests, monitor approval status, and communicate outcomes to the clinical team to prevent service disruptions. Support: Respond to client and provider inquiries through operational systems and emails, ensuring timely and accurate responses to support the business. Optimization & Compliance: Review SOPs, processes, and conduct operational audits to verify that programming is performing compliantly and efficiently. Communications & Collaboration Client & Partner Engagement: Conduct client outreach for missing paperwork or payments, handle inbound administrative inquiries via shared channels, and maintain positive relationships with clients and community partners. Cross-Functional Communication: Provide contractors with required communications and updates, collaborating across administrative operations and program leaders to keep operations running smoothly. QUALIFICATIONS Required High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred. 2 or more years of experience in healthcare; billing, care coordination, or healthcare administrative operations preferred. Demonstrated experience with process improvement and managing multiple projects. Excellent written/verbal communication, analytical skills, and strong customer service orientation. Independent problem-solving, critical thinking, time management, and strict deadline adherence. Preferred Experience in behavioral health, substance use disorder (SUD), and medical services. Knowledge of billing, contracting, and credentialing. Familiarity with HIPAA practices and SUD/mental health terminology. LOCATION & COMPENSATION Work Location: Primarily remote (Candidates must reside in Minnesota, Ohio, or South Carolina to be considered). Hiring Range: $52,000 – $57,000 + benefits (based on education and experience). SUPERVISORY RESPONSIBILITIES None WORK ENVIRONMENT Moderate noise level typical of office settings Regular sitting; frequent use of hands, phone, and computer Occasional standing and walking Ability to lift/move up to 10 pounds occasionally 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.