Administrative Data & Compliance Assistant

ADMINISTRATIVE DATA & COMPLIANCE ASSISTANT

Company: Free Life Wellness Center
Schedule: Full-Time, 40 Hours/Week
Location: Remote
Primary Support: Compliance & Scheduling Departments

♦️ ABOUT THE ROLE

Free Life Wellness Center is looking for a highly organized, detail-oriented, and dependable Administrative Data & Compliance Assistant to provide support across two important areas of our organization: Compliance and Scheduling.

This is a full-time, 40-hour-per-week position generally divided as follows:

✅ 20 Hours/Week – Compliance Data Entry & Administrative Support

✅ 20 Hours/Week – Scheduling Data Entry & Administrative Support

This position is ideal for someone who enjoys working with data, spreadsheets, systems, email, documentation, and detailed administrative processes.

Accuracy is extremely important. You will help ensure information received through our inboxes, systems, and internal processes is entered correctly, kept current, organized appropriately, and routed to the correct team members.

Previous experience in healthcare or behavioral health and an understanding of HIPAA and patient/client confidentiality are strongly preferred.

♦️ COMPLIANCE SUPPORT – APPROXIMATELY 20 HOURS/WEEK

Working with our compliance leadership, responsibilities may include:

✅ Complete compliance-related data entry.

✅ Update and maintain compliance spreadsheets, trackers, logs, and reports.

✅ Enter information from documents, emails, reports, and internal systems accurately.

✅ Review assigned trackers for missing, incomplete, or outdated information.

✅ Assist with tracking documentation requirements, compliance requirements, deadlines, and outstanding items.

✅ Maintain organized electronic compliance files.

✅ Assist with preparing information and supporting documentation for internal reviews and audits.

✅ Update compliance information as directed by leadership.

✅ Identify missing or conflicting information and communicate discrepancies to the appropriate team member.

✅ Complete routine administrative follow-up regarding outstanding compliance items.

✅ Help ensure compliance trackers remain current and accurate.

✅ Maintain confidentiality when handling client, employee, provider, or organizational information.

This position supports the compliance process through data entry, tracking, organization, and follow-up. Compliance decisions and oversight remain with compliance leadership.

♦️ SCHEDULING & DATA ENTRY SUPPORT – APPROXIMATELY 20 HOURS/WEEK

Working alongside our Scheduler, responsibilities may include:

✅ Monitor assigned scheduling-related inboxes and communications.

✅ Review incoming emails and ensure relevant information is entered accurately into the appropriate scheduling system, tracker, or workflow.

✅ Enter new client and scheduling information.

✅ Update appointment changes, cancellations, provider availability, client availability, and other scheduling information as assigned.

✅ Verify that information entered into the system matches the original email or source.

✅ Assist with maintaining accurate scheduling spreadsheets and trackers.

✅ Identify missing or incomplete scheduling information.

✅ Route questions or situations requiring a scheduling decision to the Scheduler.

✅ Assist with organizing scheduling emails and administrative requests.

✅ Complete routine data cleanup and review records for accuracy.

✅ Help ensure information received through the scheduling inbox does not get missed or remain unprocessed.

The Scheduler remains responsible for scheduling decisions, coordination, and oversight. This position supports the scheduling process by ensuring information is entered, updated, organized, and processed accurately.

♦️ ACCURACY & QUALITY EXPECTATIONS

Accuracy is one of the most important responsibilities of this position.

You will be expected to:

✅ Double-check information before submitting or saving it.

✅ Compare entered information against the original source.

✅ Pay close attention to names, dates, times, providers, services, and other details.

✅ Never guess when information is unclear, missing, or conflicting.

✅ Ask questions when clarification is needed.

✅ Identify and communicate discrepancies.

✅ Correct identified errors promptly.

✅ Keep assigned inboxes, trackers, and work queues organized.

✅ Complete assigned data entry within established timelines.

✅ Follow established workflows and written procedures consistently.

✅ Maintain confidentiality and follow all company privacy and security requirements.

♦️ MUST-HAVES

✅ Excellent attention to detail and accuracy.

✅ Strong data-entry and organizational skills.

✅ Excellent written English and reading comprehension.

✅ Reliable and consistent attendance.

✅ Strong ability to follow detailed written instructions and established processes.

✅ Comfortable working with spreadsheets, trackers, inboxes, and large amounts of information.

✅ Strong Google Workspace skills, particularly Gmail, Google Sheets, Google Docs, and Google Drive.

✅ Ability to learn new software, electronic systems, and workflows quickly.

✅ Comfortable performing repetitive administrative tasks while maintaining a high level of accuracy.

✅ Able to manage multiple assignments and deadlines.

✅ Able to recognize missing, conflicting, or unclear information and ask questions rather than making assumptions.

✅ Professional and able to handle confidential and sensitive information appropriately.

✅ Willing and able to complete required HIPAA, privacy, security, and organizational compliance training.

✅ Reliable high-speed internet.

✅ Private and secure workspace appropriate for handling confidential healthcare information.

♦️ STRONGLY PREFERRED

? Previous experience working in healthcare, behavioral health, medical administration, or a similar healthcare environment.

? Understanding of HIPAA, patient/client confidentiality, and protected health information (PHI).

? Experience working with electronic health record (EHR) or electronic medical record (EMR) systems.

? Experience with healthcare scheduling, referrals, authorizations, eligibility, or other client/patient administrative processes.

? Previous compliance, quality-management, or healthcare data-entry experience.

? Experience maintaining compliance trackers, spreadsheets, logs, or audit-related information.

? Experience managing shared healthcare or administrative inboxes.

? Previous scheduling experience.

? Previous remote administrative or data-entry experience.

♦️ CONFIDENTIALITY & HIPAA EXPECTATIONS

Because this position may work with client information, scheduling information, documentation, employee information, and other protected or confidential information, maintaining privacy and confidentiality is essential.

You will be expected to:

✅ Follow Free Life Wellness Center's HIPAA, privacy, security, and confidentiality policies.

✅ Access client and employee information only when necessary to perform assigned job duties.

✅ Protect usernames, passwords, and system access.

✅ Work from a private and secure environment.

✅ Use only company-approved systems and communication methods when handling protected information.

✅ Never download, save, print, photograph, or share protected information outside of approved company systems.

✅ Immediately report potential privacy, security, or data-entry concerns according to company procedures.

✅ Complete all required HIPAA, privacy, security, and compliance training.

♦️ WHAT SUCCESS LOOKS LIKE

A successful person in this position will:

✅ Keep assigned compliance trackers accurate and current.

✅ Complete data entry consistently and on time.

✅ Catch errors, discrepancies, and missing information before they become larger problems.

✅ Keep scheduling information from the inbox accurately reflected in the appropriate systems.

✅ Ensure incoming scheduling information is processed rather than sitting unaddressed in the inbox.

✅ Reduce routine data-entry responsibilities for our Scheduler and compliance leadership.

✅ Keep assigned inboxes, trackers, and work queues organized.

✅ Communicate quickly when information is unclear or incomplete.

✅ Follow established procedures without needing repeated reminders.

✅ Require minimal follow-up once trained on a process.

✅ Maintain confidentiality and demonstrate good judgment when working with sensitive information.

✅ Be known for accuracy, reliability, organization, and consistency.

♦️ THE GOAL OF THIS POSITION

The goal of this position is to give our Scheduling and Compliance teams additional administrative capacity.

This person will help ensure information coming into Free Life is entered accurately, trackers remain current, administrative tasks are completed, and important information does not fall through the cracks.

Our Scheduler should have more time to focus on scheduling, coordination, and problem-solving rather than routine data entry.

Our compliance leadership should have more time to focus on compliance oversight, quality, review, and decision-making rather than routine administrative updates.

This position plays an important behind-the-scenes role in helping Free Life Wellness Center stay organized, accurate, compliant, and responsive.

♦️ COMPENSATION & BENEFITS

✅ Starting Rate: $5.00 USD/hour

✅ Hours: 40 hours per week

✅ Payment: Bi-weekly through our payroll provider

✅ Schedule: Monday–Friday, 8:00 AM–5:00 PM Arizona Time

✅ Breaks: 1-hour unpaid lunch and two 15-minute paid breaks

✅ Sick Time: 40 hours per year

✅ Paid Time Off: 40 hours during the first year

✅ PTO Growth: Increases to 80 hours after two years of employment

✅ Performance Reviews: Opportunities for compensation increases based on performance and growth within the position

✅ Long-Term Growth: Opportunity to take on additional administrative, scheduling, compliance, and operational responsibilities as Free Life Wellness Center continues to grow

♦️ HOW TO APPLY

We want to keep the application process simple!

♦️ STEP 1: RECORD A SHORT VIDEO – 2–3 MINUTES

Upload your video to Loom, YouTube (unlisted), or another shareable video platform.

In your video, please tell us:

✅ Who you are and where you're from.

✅ Why you're interested in this position with Free Life Wellness Center.

✅ Tell us about your previous work experience, including any experience with data entry, scheduling, healthcare or behavioral health, compliance, HIPAA/confidential information, Google Workspace, or electronic health record systems.

✅ Why you think you would be a good fit for this position.

Your video does not need to be highly produced. Keep it professional, conversational, and be yourself! We want to learn more about you, your experience, and how you communicate.

♦️ STEP 2: SUBMIT YOUR APPLICATION

Please include:

✅ Your résumé in PDF format.

✅ A link to your 2–3 minute introduction video.

SUBJECT LINE: Administrative Data & Compliance Assistant – [Your Name]

♦️ WHAT WE'RE LOOKING FOR IN YOUR APPLICATION

We're looking for someone who:

✅ Follows application instructions.

✅ Communicates clearly and professionally.

✅ Pays close attention to detail.

✅ Has relevant administrative, healthcare, scheduling, compliance, or data-entry experience.

✅ Understands the importance of HIPAA, privacy, and confidentiality.

✅ Is reliable, organized, and eager to learn.

✅ Is genuinely interested in a stable, long-term position with Free Life Wellness Center.

Candidates selected to move forward will be invited to a video interview with our team.

We look forward to learning more about you!