Provider Operations Coordinator

About Total Life

Total Life is a behavioral health company focused exclusively on the 65+ population. We make quality, affordable mental health and emotional support services accessible to a generation that has been overlooked by digital health. Our team is small, mission-driven, and growing fast — we recently ranked among the highest-growth healthcare companies in North America.

If you've ever wanted to work somewhere your administrative excellence directly improves outcomes for older adults navigating loneliness, grief, anxiety, or major health changes — this is that role.

What you'll do

You'll be the operational backbone of our US provider network, partnering with our Provider Success Manager to keep our clinicians supported, credentialed, and compliant. This is a hands-on coordinator role — not a management role — and the work matters because every form processed correctly means a senior gets care faster.

A typical week:

• Onboard new US providers end-to-end: W2/1099 paperwork, W9 collection, system access, EHR setup.
• Maintain our Provider Success dashboard so state licenses, NPIs, and insurance credentials never lapse.
• Keep our tech stack in sync — Jotform, Slack, EHR, website bios, and digital business cards.
• Support audits (including Payments Audits), CPT code list maintenance, and payroll/billing process documentation.
• Be the friendly, reliable point of contact for providers handling renewals, expirations, and admin questions.
• Maintain provider files in line with HIPAA and our privacy standards.
• Partner with Customer Support on cross-functional handoffs.
• Help keep clinical documentation and training materials current.

What we're looking for

• 2–4 years in medical office administration or healthcare operations.
• Working knowledge of US healthcare admin (W9, NPI, CPT codes) and HIPAA. If you have Canadian healthcare admin experience and a strong appetite to learn US systems, tell us — we'll consider you.
• A diploma or certificate in Medical Office Administration, or equivalent experience.
• Comfort across Slack, Google Workspace, and Electronic Health Records — and confidence picking up new tools quickly.
• A detail orientation that catches the missing signature, the expiring license, the misfiled fax — before anyone else notices.
• Strong communication skills and the patience to follow up with busy clinicians while keeping the relationship warm.

What success looks like in this role

You'll know you're thriving when:

• Provider onboarding times shrink because you've smoothed out the workflow.
• Our credentialing dashboard is so reliable nobody worries about an expired license.
• Providers tell their managers you're the easiest person at Total Life to work with.

What we offer

• Compensation: $30–36 CAD/hour, depending on experience.
• Health benefits: Comprehensive medical, dental, and vision for you and your dependents.
• Time off: 2 weeks paid vacation + statutory holidays + paid sick leave.
• Hybrid schedule: 4 days/week in our Vancouver office, 1 days remote.
• Growth: A close-up view of how a fast-growing healthcare startup runs, and a manager who is invested in your development.
• Mission: Work that meaningfully improves the lives of older adults — every day, in concrete ways.

How we hire

1. 30-minute phone screen with our recruiter.
2. 45-minute conversation with the Provider Success Manager.
3. A short, paid take-home exercise (under 90 minutes) reflecting real work.
4. Final conversation with our clinical operations leadership.