Healthcare Operations & Referral Coordinator — QA and HR Administration

About Us

We are seeking an experienced remote Operations and Referral Coordinator to support a U.S.-based behavioral-health and human-services organization and selected administrative functions associated with Our Community Home, Inc.

Our Community Home, Inc. is a Richmond, Virginia nonprofit supporting people facing mental-health challenges, substance-use recovery, housing instability, unemployment, and related barriers through housing, recovery services, mental-health awareness, workforce development, and community programming.

We value compassion, dignity, confidentiality, accountability, professional communication, and measurable follow-through.

About the Position

This is not a basic data-entry position. We need someone who can take ownership of administrative workflows, make sure trackers remain current, follow up on missing documents, communicate professionally with referral partners, and identify when something is at risk of falling through the cracks.

You will work with the Founder/Clinical Director, Office Manager, HR Director, supervisors, and other tea ---------- mbers. You will not replace the Office Manager or HR Director. Your job will be to strengthen oversight, tracking, communication, and administrative follow-through.

What You Will Own
Maintain and improve referral, intake, client-status, HR, credentialing, training, quality-assurance, and document-compliance trackers.
Review assigned trackers each business day and identify overdue, missing, incomplete, or inconsistent items.
Send approved reminder and follow-up emails to supervisors and tea ---------- mbers.
Maintain an escalation log and report repeated or urgent concerns to leadership.
Communicate with referral sources, community partners, treatment providers, and other external stakeholders using approved scripts and communication standards.
Acknowledge referrals, request missing information, document referral status, and make sure follow-ups are completed.
Support the HR Director with administrative tracking, including onboarding checklists, organizational charts, policy acknowledgments, credential expiration dates, training records, and document collection.
Support the Office Manager by assuming non-billing administrative duties that currently compete with billing responsibilities.
Create and update standard operating procedures, checklists, email templates, workflow maps, and recurring-task calendars.
Prepare a concise weekly red-yellow-green report showing completed items, overdue items, unresolved concerns, referral activity, and decisions needed from leadership.
Check documentation for administrative completeness and timeliness. You will not make clinical determinations or provide clinical supervision.
Protect confidential employee, client, referral, and organizational information.
Escalate clinical questions, safety concerns, complaints, or crisis-related communications immediately rather than attempting to resolve them independently.
What Success Looks Like

During your first 90 days, you will help create:

A reliable central tracking system with clear owners, deadlines, and statuses.
A consistent process for following up on missing documents.
A referral process in which inquiries and referrals are not lost or forgotten.
A weekly leadership report that identifies risks before they become emergencies.
Written SOPs for the organization’s highest-priority recurring workflows.
Clear separation between HR decisions, clinical decisions, billing functions, and administrative follow-up.
Required Qualifications
At least three years of experience in operations coordination, healthcare administration, project coordination, referral coordination, quality assurance, executive assistance, or a similar role.
Experience working with behavioral health, mental health, substance-use services, healthcare, social services, housing, or human services is strongly preferred.
Strong Google Sheets or Microsoft Excel skills, including filters, formulas, conditional formatting, data validation, and organized reporting.
Experience with Google Workspace and at least one project-management, CRM, HRIS, or electronic-record system.
Excellent written and spoken English.
Confidence communicating professionally by email and, when needed, by phone or video.
Strong judgment about what can be handled independently and what must be escalated.
Ability to work with minimal supervision while providing consistent updates.
A private workspace, reliable internet, backup internet access, and a dependable computer.
Willingness to complete confidentiality, data-security, privacy, and applicable HIPAA training.
Willingness to use multifactor authentication and organization-controlled accounts.
Important Scope Limitation

This role provides administrative coordination and oversight. You will not independently make hiring, firing, disciplinary, compensation, clinical, legal, or regulatory decisions.

How to Apply

Use the subject line:

OCH OPERATIONS 2026

Include all of the following:

Your résumé.
A one- to two-minute video or audio introduction describing your operations or healthcare-administration experience.
A brief example of a tracker, process, or administrative system you improved. Do not include confidential client or employer information.

Your answer to this scenario:

“You begin your day and discover eight new referrals, three supervisors with overdue documents, an expiring staff credential, and two unanswered stakeholder emails. Explain how you would organize, prioritize, document, and escalate the work.”

The software systems you have used.
Your availability in U.S. Eastern Time.
Your desired hourly rate.
Confirmation that you are willing to complete a paid skills assessment.

Generic applications that do not answer the scenario will not be considered.