RIVIA Mind

Operations

• Provide patient intake and support via phone, email, and text; scheduling and coordination of patient/provider matching and insurance verification
• Manage ad hoc projects across the Patient Operations team such as missing intakes, waitlist management, and bi-annual insurance verification
• Cross-department collaboration for patient support, backup support, and knowledge sharing
• Maintain a customer service mindset and demeanor to ensure positive patient experiences
• Answer patient phone calls, texts, and email inquiries according to department standards
• Serve as the first point of contact for prospective patients and provide informative introductions to Rivia Mind services
• Demonstrate professionalism and patience during challenging or emotionally sensitive interactions
• Conduct verification of benefits and update patient charts with coinsurance, copay, out-of-pocket, and deductible information
• Schedule new intakes, inform patients of next steps, and act as a liaison between patients and providers
• Contribute to department initiatives including processing external referrals and ensuring accurate intake of referral information
• Respond promptly and professionally to priority referrals with empathy and commitment to a seamless patient experience
• Maintain patient confidentiality and comply with HIPAA regulations
• Support practice workflow by completing documentation before intake and assisting with office coverage
• Be available in-office at least once weekly to support provider and patient needs and help maintain a welcoming office environment
• Participate in team meetings and contribute to a collaborative, growth-oriented work culture

Patient Operations Coordinator

Administrative Assistant

• Organized, professional, and self-motivated Administrative Assistant to assist members of the leadership team. Primary responsibilities will include calendar management and coordination of schedules, preparation of meetings, coordinating company events, assisting with special projects, and handling administrative day-to-day tasks.
• Administrative Assistant must be available 9:00AM - 5:00PM EST with occasional availability outside of those hours.
• Application Window: Until August 24th, 2025
• Anticipated Start Date: Before the end of October 2025
• # of Openings: 1
• Manage calendars for COO and CEO, including scheduling internal and external meetings, coordinating travel, and supporting protected time for priority initiatives
• Support company-wide meetings and ad hoc travel requests, including but not limited to the leadership team
• Screen and prioritize requests, phone calls, and other communications; draft responses on behalf of executives when appropriate
• Prepare and edit documents, presentations, and reports for executive meetings and external partners
• Coordinate meetings, including agenda preparation, note-taking, and tracking follow-up action items
• Assist with expense tracking and reimbursement processes for executives
• Track and coordinate conference strategy for Rivia Mind leadership and growth efforts
• Assist in the planning, execution, and tracking of special projects led by the COO and CEO
• Monitor timelines and deliverables, ensuring the right stakeholders are looped in and deadlines are met
• Liaise between the executive team and department leads to ensure information flows accurately and efficiently
• Facilitate and support committee meetings and company-wide documentation, including policy and procedures, as requested
• Maintain confidentiality when handling sensitive clinical, People Operations, or business information
• Monitor and organize internal requests, follow-ups, and action items for the CEO and COO
• Support data integrity, enterprise administration, and maintenance within company-wide applications such as Google, Salesforce and Monday.com
• Arrange employee gifts for milestone occasions, ensuring timely delivery as requested by CEO, COO or Chief People Officer
• Manage and execute all event-related logistics of in-person and virtual events under supervision of Chief People Officer; as well as assist with both in-person and virtual client engagement activities
• Applies sound judgment, organizational knowledge, and discretion to independently carry out tasks and make decisions
• Deliver high-level customer service while representing Rivia Mind and serving as a primary point of contact for external contacts
• Promote a friendly work culture that encourages a fun, collaborative, and co-learning environment that benefits individuals well-being, self improvement and potential
• Perform other related role and team function duties as assigned by CEO or COO

Patient Operations Coordinator

Administrative Assistant - Remote