Administrative Operations & Credentialing Coordinator

JOIN A MISSION-DRIVEN PRACTICE THAT SERVES WITH PURPOSE

For more than 30 years, Light Counseling has served thousands of individuals, couples, and families across Virginia and beyond. We provide professional, confidential, distinctly Christian counseling grounded in clinical excellence and God’s truth.

Our mission is simple: bring hope to the hopeless and healing to the hurting.

We are seeking an Administrative Operations & Credentialing Coordinator who is organized, detail-oriented, and passionate about supporting the operational needs of a growing mental health practice. This individual will play an important role in ensuring our office locations have the resources they need, maintaining efficient administrative processes, coordinating medical records requests, and overseeing provider credentialing and payer relationships. The ideal candidate is proactive, dependable, and comfortable managing multiple responsibilities independently while working collaboratively with leadership and staff.

WHY JOIN LIGHT COUNSELING

• Meaningful work that directly supports the operations of a growing mental health practice
• Opportunity to contribute to multiple office locations and support clinical teams
• Collaborative and supportive team environment
• Opportunity to develop expertise in healthcare administration, credentialing, and practice operations
• Mission-driven culture rooted in faith and service

CONFIDENTIALITY NOTICE

Employment with Light Counseling is confidential and adheres to all federal and state privacy laws and practices (including HIPAA). Employees are expected to exercise sound judgment, maintain discretion, and operate with independence, flexibility, and professionalism within the framework of company policies and procedures.

DUTIES AND RESPONSIBILITIES

Administrative & Purchasing Management

• Oversee purchasing and ordering of general office supplies, clinical supplies, and practice-related materials for all office locations
• Monitor inventory levels and anticipate supply needs to ensure each location remains adequately stocked
• Coordinate supply distribution and deliveries between office locations as needed
• Maintain purchasing records, track orders, and communicate with vendors regarding orders, deliveries, and discrepancies
• Identify opportunities to streamline purchasing processes and manage supply costs responsibly
• Assist with general administrative projects and operational needs as assigned

Facility & Multi-Location Operations

• Serve as a central point of coordination for office supply needs across all Light Counseling locations
• Coordinate practice-related requests, maintenance needs, and general office concerns with appropriate personnel
• Communicate with office leads and staff to identify operational needs and ensure timely resolution
• Help maintain organized, functional, and well-supplied office environments
• Assist with coordinating equipment, furniture, and other resources needed for office operations

Medical Records & Documentation Management

• Coordinate incoming and outgoing medical records requests in accordance with established procedures
• Process and track requests for client records, ensuring appropriate authorizations and documentation are obtained
• Maintain accurate records of requests, releases, and associated correspondence
• Communicate with clients, providers, attorneys, and other authorized parties regarding medical records requests
• Ensure all records are handled securely and in compliance with HIPAA and applicable state and federal regulations
• Monitor outstanding requests and follow up to ensure timely processing

Credentialing & Provider Enrollment

• Coordinate provider credentialing, enrollment, and recredentialing with insurance carriers
• Maintain accurate provider credentialing files, licenses, certifications, and required documentation
• Monitor credentialing application statuses, effective dates, renewals, and outstanding requirements
• Communicate with providers and insurance representatives to obtain necessary information and resolve credentialing issues
• Track credentialing timelines and provide updates to leadership regarding pending applications and potential delays
• Assist with maintaining accurate payer participation information and provider enrollment records
• Serve as the primary liaison between Light Counseling and Medallion

Administrative & Team Support

• Provide administrative support to leadership and office staff as needed
• Maintain organized documentation, spreadsheets, tracking logs, and operational records
• Assist with developing and maintaining administrative procedures and workflows
• Communicate effectively with staff across multiple locations to coordinate operational needs
• Support special projects and organizational initiatives as assigned

Compliance & Additional Responsibilities

• Maintain strict adherence to HIPAA, confidentiality requirements, and organizational policies
• Handle sensitive client, provider, and business information with discretion
• Ensure medical records and credentialing documentation are maintained securely
• Maintain accurate and timely documentation of assigned responsibilities
• Perform other duties as assigned to support the overall operation of the practice

KNOWLEDGE, SKILLS, & ABILITIES

• Strong organizational, administrative, and time-management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple projects, deadlines, and priorities independently
• Strong written and verbal communication skills
• Professional communication and relationship-building skills when working with vendors, insurance representatives, providers, and leadership
• Strong recordkeeping and documentation skills
• Ability to coordinate responsibilities across multiple office locations
• Comfort learning and navigating healthcare systems, credentialing platforms, and administrative software
• Working knowledge of Microsoft Office 365 (Outlook, Word, Excel, Teams)
• Understanding of confidentiality and data privacy standards
• Ability to work independently while maintaining effective communication and collaboration with a team

MINIMUM QUALIFICATIONS

• High School diploma or equivalent
• Prior experience in administrative support, office coordination, or operations
• Strong organizational and communication skills
• Basic computer proficiency, including Microsoft Office
• Ability to manage confidential information appropriately
• Ability to work independently and manage competing priorities
• Ability to pass required background checks and screenings

PREFERRED QUALIFICATIONS

• Experience working in a healthcare, behavioral health, or counseling setting
• Experience with provider credentialing, insurance enrollment, or payer relations
• Familiarity with medical records requests and HIPAA requirements
• Experience coordinating purchasing, inventory, or vendor relationships
• Familiarity with Electronic Health Records (EHR) systems
• Experience working with credentialing platforms or third-party credentialing vendors, particularly Medallion
• Experience supporting multiple office locations
• Interest in working in a mission-driven, faith-based environment