About Us

We are an organization that serves adults, adolescents, and their families who struggle with mental health challenges including but not limited to trauma, anxiety, depression, ADHD, and substance use disorder (SUD). We offer telehealth, in-person, and hybrid services from our locations in San Rafael, CA and Berkeley, CA. We are team-oriented and value a positive, supportive, and creative workplace environment to complement the meaningful and challenging work we do. If you are a detail-oriented administrative professional looking for flexible, part-time work that directly supports the growth of a mental health practice, Family Spring is the place for you!

About You

We are seeking a meticulous, reliable, and self-directed Credentialing, Research, and Administrative Assistant to join us part-time (5–8 hours per week). This position reports to our Chief Executive Officer (CEO) and will also coordinate with our Clinical Operations team. You will split your time between two kinds of work: keeping our clinicians’ credentialing records complete and current (including CAQH ProView profiles and insurance enrollment paperwork), and supporting internal research projects by pulling data from client charts and turning it into clear, organized summaries.

This role is a great fit for someone who enjoys precise, behind-the-scenes work, is comfortable handling confidential health information, and wants flexible hours. Your work will get clinicians paneled with insurers faster and help us understand and improve the care we provide.

The following should describe you and your experience:

• Detail-oriented; you catch the expired license date or the missing signature before a payer does.
• Highly organized and able to track many open items (clinicians, payers, deadlines) at once.
• Able to take initiative and follow specific directions and protocols.
• Comfortable with spreadsheets and data, and able to turn raw information into a clear summary.
• Discreet and professional with confidential clinician and client information.
• Able to work independently and communicate progress clearly and asynchronously.

Duties and Responsibilities

Your responsibilities will include, but are not limited to:

Credentialing and Insurance Enrollment

• Create, complete, update, and re-attest clinician profiles in CAQH ProView, and grant payer access.
• Collect and organize clinician credentialing documents (licenses, NPI, malpractice insurance, CVs, DEA/board certifications where applicable, W-9s) and keep them current.
• Prepare and submit credentialing and recredentialing applications to insurance payers (e.g., Kaiser, Aetna, Optum, Medi-Cal plans, Carelon Behavioral Health).
• Track application status, follow up with payers, and log effective dates, provider IDs, and outcomes in our credentialing tracker.
• Monitor expiration dates (licenses, malpractice coverage, CAQH attestations) and flag upcoming renewals before they lapse.
• Communicate with clinicians to request missing information or signatures.

Research and Data Projects

• Pull specified data points from client charts in our electronic health record, following a defined protocol.
• Enter and organize extracted data in spreadsheets accurately and consistently.
• Synthesize findings into clear summaries, tables, or brief written reports for leadership.
• Follow HIPAA and minimum-necessary standards when accessing and handling client information.

Other Administrative Duties

• Maintain accurate, organized documentation of all credentialing and research activities.
• Provide brief written progress updates on open items.
• Support day-to-day administrative tasks such as organizing shared files, updating internal trackers and staff records, and preparing documents for leadership.
• Ensure that our clinic remains a respectful, collaborative space for all co-workers.
• Other administrative work as needed, as determined by the company.

Minimum Qualifications

As an individual, the following must describe you:

• At least one year of administrative experience in a healthcare, behavioral health, insurance setting, or research lab.
• Proficiency with spreadsheets (Google Sheets or Excel), including sorting, filtering, and basic formulas.
• Experience handling confidential information; working knowledge of HIPAA (or willingness to complete HIPAA training before starting).
• Strong written communication skills for payer follow-up and summarizing findings.
• Reliable availability for 5–8 hours per week, with a consistent weekly schedule.
• A private, secure workspace and reliable internet connection for accessing client records.

Preferred Qualifications

• Hands-on experience with CAQH ProView and provider credentialing or payer enrollment.
• Familiarity with commercial insurance and Medi-Cal credentialing processes.
• Experience with an EHR/practice management system (e.g., SimplePractice, TherapyNotes, or similar).
• Experience with chart review, data abstraction, or research assistance (e.g., in a clinical, academic, or program evaluation setting).
• Coursework or a degree in psychology, public health, healthcare administration, or a related field.

Compensation and Schedule

• Pay: $22/hour
• Part-time, 5–8 hours per week
• Flexible scheduling within business hours (M–F); fully remote
• Paid sick leave per California law
• Professional development opportunities

To Apply

• Upload your resume in the appropriate area of the link below (PDF uploads only, please). Please name and save this PDF file as “Your full name Family Spring Resume,” i.e., “Joanna Smith Family Spring Resume.”
• Upload a 3-paragraph (maximum) cover letter in the appropriate area of the link below (PDF uploads only, please). Please name and save this PDF file as “Your full name Family Spring Cover Letter,” i.e., “Joanna Smith Family Spring Cover Letter.”:
•  In your cover letter please address the three areas in the following order:
  
  1. Describe your desire to work for a growing mental health company(one paragraph maximum).
  2. Describe any experience you have that’s relevant (one paragraph maximum).
  3. Add anything else you think might be important for us to know about you, personally or professionally, including your weekly availability (one paragraph maximum).

Please note: We serve adults, young adults, and adolescents from diverse backgrounds and life experiences. We endeavor to have a team that reflects our patient population, so we encourage people with lived experience, people of color, and LGBTQ+ professionals to apply.