About the Role

The Clinical Licensing Coordinator plays a critical role in supporting provider compliance by managing licensing documentation and administrative workflows. This role is responsible for processing physical mail (e.g., paper applications, fingerprint cards, board correspondence), maintaining accurate licensing records, and completing administrative tasks that allow our clinical licensing process to run smoothly.

By owning foundational licensing operations, the coordinator enables the clinical licensing team to operate efficiently, meet regulatory requirements, and scale responsibly. The role requires strong attention to detail, reliability, and a proactive mindset, with an emphasis on learning existing processes and improving them over time.

This is a full-time, on-site role based in our Nashville office. The ideal candidate will be energized by the opportunity to improve licensing processes through the introduction of more standardized processes and technology.

Responsibilities

• Licensing Mail & Document Processing
  
  • Receive, open, log, and route incoming licensing mail and fingerprint materials
  • Organize, scan, and securely store physical licensing documents
  • Track time-sensitive items and ensure prompt follow-up on board correspondence
  • Maintain clear audit trails for received and submitted materials
• License Application and Administrative Support
  
  • Support preparation and submission of state board license applications
  • Complete administrative steps for applications not yet automated
  • Add issued licenses, updates, and notes into Salesforce and internal trackers
  • Assist with follow-ups, resubmissions, and deficiency resolution as needed
• Tracking and Data Accuracy
  
  • Maintain accurate and up-to-date licensing records across systems
  • Ensure consistency between physical documentation and digital records
  • Flag missing information, discrepancies, or potential compliance risks
  • Support reporting on application status, turnaround times, and backlogs
• Process Improvement and Operational Support
  
  • Learn and document existing licensing workflows and SOPs
  • Identify inefficiencies, bottlenecks, and error-prone steps
  • Propose process improvements to increase accuracy and throughput
  • Collaborate with licensing, operations, and clinical teams as needed

Requirements

• Prior experience in administrative, operations, compliance, or licensing support preferred
• Strong attention to detail and organizational skills
• Ability to manage physical documents and digital records accurately
• Comfortable working with manual, process-driven workflows
• Ability to work independently while collaborating with cross-functional teams
• Reliable, punctual, and able to manage time-sensitive tasks
• Must be able to work on-site in the Nashville office from Monday–Thursday
• Authorized to work in the United States; native or bilingual English proficiency required

Benefits

Charlie Health is pleased to offer comprehensive benefits to all full-time, exempt employees. Read more about our benefits here.

The total target base compensation for this role will be between $44,000 - $55,000/year at the commencement of employment. Please note, pay will be determined on an individualized basis and will be impacted by location, experience, expertise, internal pay equity, and other relevant business considerations. Further, cash compensation is only part of the total compensation package, which, depending on the position, may include stock options and other Charlie Health-sponsored benefits. #LI-HYBRID