Credentialing Coordinator

About the Company:

Octave is a modern behavioral health practice creating a new standard for care delivery that’s both high-quality and accessible. With in-person and virtual clinics in multiple states, the company offers evidence-based individual, couples, and family therapy, while pioneering relationships with payers to make care more affordable through insurance. By raising the bar on how care is delivered and how providers are supported, we are building a sustainable system that values equity, affordability, and effectiveness.

Job Summary:

As an Octave Credentialing Coordinator, you will play a vital role in ensuring the timely credentialing and renewal of all providers with payors, while effectively meeting the needs of multiple stakeholders including providers, operations, and revenue cycle teams. With a keen attention to detail and a strong desire to establish and maintain efficient systems, you will work towards achieving the company's strategic objectives. Thriving in a fast-paced, high-growth environment, you will embrace the inherent variability and opportunities it offers, demonstrating initiative and problem-solving skills. 

Available to work the following schedule (hours/days):

• Monday to Friday: 8am to 5pm OR 9am to 6pm PST (1 hour lunch)

Duties & Responsibilities: 

• Collaborate with providers to ensure completion of enrollment applications and track the progress across various payor portals.
• Perform primary source verifications during initial and re-credentialing cycles.
• Establish and cultivate relationships with internal and external stakeholder groups.
• Interact with health plans as needed to ensure accurate provider data is present.
• Regularly review and validate provider rosters across various payor partnerships.
• Ensure all internal systems are kept up to date with the most recent provider information
• Support documentation of processes and procedures.
• Ensures information is complete, accurate, clear, and concise by following process steps outlined in standard operating procedures. Performs follow-up to ensure quality of work and/or actions are completed.
• Use AI tools to draft and refine communications in Octave's tone, search existing documentation before escalating questions, and run team-provided AI agents as instructed, improving efficiency and quality.

Required Skills:

• Proficiency in Gsuite, MS office and excel
• Strong prioritization skills
• Follows a particular set of instructions given by management or outlined in standard operating procedures.
• Comfortable in an ambiguous, fast paced environment where all processes might not be fully fleshed out
• Effective and empathetic communicator who knows ones audience and can tailor messaging as needed
• Calm and clear in conflict resolution with skill in de-escalation when needed
• Understands the customer and takes a proactive approach to meeting their needs in an effective and timely manner.
• Completes individual objectives that contribute to the department and organizations goals.
• Be a lifelong learner, curious and kind striving towards continuous improvement
• Comfort using AI tools in day-to-day workflows, with a willingness to continuously rethink and improve how work gets done
• Curiosity and openness to experimenting with new tools and approaches

Education & Experience: 

• 1+ year experience in credentialing, with 3 years of experience in a healthcare setting preferred.
• Experience using various portals and systems, like CAQH, Availity and Salesforce
• Experience using enterprise search or chat tools (such as Glean or Slackbot) to find information and documentation is preferred.

Octave's Company Values:

The below values drive our day-to-day operations.

• We’re human beings first. We operate with empathy and kindness – with our clients, with our collaborators, and with ourselves.
• People deserve better than status quo. We’re willing to tackle the intractable problems, no matter how big, because someone should. We ask big questions, we craft big solutions, and we challenge ourselves and others to make it happen.
• No bystanders. No stars. No tourists. Each person has been selected to be here, and with that comes a responsibility to bring your expertise, share your ideas, and help make this company better.
• Partnership paves the path ahead. We don’t operate in a silo, internally or externally. To transform the system, we believe in working with others to create something bigger, better, and stronger.
• Quality is crucial at scale. Quality is core to our business, and we refuse to sacrifice it as we grow.
• Progress is a process. In the pursuit of progress, we iterate, reflect, learn, adjust – and always leave things better than we found them.
• There are people behind every data point. We recognize that numbers tell only one part of the story, and we also do the work to understand impacts at the individual level.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer. 
• Must be able to frequently communicate with others through virtual meeting applications such as Zoom and Google Meet. 
• Must be able to observe and communicate information on company provided laptop. 
• Move up to 10 pounds on occasion. 
• Must be eligible to work in the United States without sponsorship now or in the future.

Compensation, Equity & Incentives:

Base Salary Range Octave is committed to pay equity and transparency. Our salary ranges are determined by role, level, and location/ zone. Final pay within the posted range will be decided based on a combination of job-related factors, including education, training, experience, and market demands.

• Geo 1 (All other states & D.C.): $23.51 – $26.49
• Geo 2 (CO, HI, MD, RI): $25.87 – $29.13
• Geo 3 (AK, CA, CT, MA, NJ, NY, WA): $27.02 – $28.75

Variable Compensation & Equity

• Performance Bonus: This role is not currently eligible for bonus incentives.
• Remote Work Stipend: New full-time employees receive a $300 equipment reimbursement to support a home office setup.
• Internet & Phone Reimbursement: Full-time employees are eligible for a monthly reimbursement of up to $75 for internet and cell phone related expenses.

Octave is committed to pay equity and transparency. Octave will not discharge or in any other manner coerce, intimidate, threaten, discriminate or retaliate against employees or applicants because they have: (i)  inquired about, discussed, compared, or disclosed their own wages, benefits, or other compensation, or the wages, benefits, or other compensation of another employee or applicant; (ii) asked Octave to provide a reason for the employee's wages or lack of opportunity for advancement; or (iii) aided or encouraged others in exercising their rights to discuss wages, compensation, or benefits, or to seek pay equity.

However, except as otherwise provided by law, employees who have access to the compensation information of other employees or applicants as part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) in compliance with the company's legal duty to furnish information under applicable law .

Comprehensive Benefits:

At Octave, we believe in supporting the "human being first". Here’s a snapshot of the benefits available to eligible employees:

• Health & Wellness: Choose what works best for you with one High Deductible Health Plan (HDHP) and two PPO medical plan options, plus comprehensive Dental and Vision coverage.
• Medical Support: Enjoy access to a company-sponsored membership with One Medical for convenient, modern care.
• Retirement: Plan for your future with a 401(k) that offers both traditional and Roth options. 
• Paid Time Off: Time to recharge matters. Take advantage of a generous time off policy, up to 15 paid company holidays, and accrued sick time.
• Financial Protection: We’ve got you covered with company-paid Life, AD&D, and Disability insurance, plus optional extras like Pet, Legal, and Worksite plans (Critical Illness, Hospital Indemnity, and Accident).
• Parental Leave (Bonding Time): Growing your family? Full-time employees can take paid bonding leave after 6 months, whether it’s a new baby, adoption, or foster placement. Time off increases with tenure.
• Growth: Keep learning and leveling up with professional development reimbursement for role-related growth opportunities.

How We Use Technology in Hiring:

As part of our hiring process, we may use technology tools, including AI-supported systems, to assist with reviewing applications or documenting interviews. These tools are designed to support our team, not replace human judgment, and final hiring decisions are always made by our team.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.