Job Duties and Responsibilities:
Provider Onboarding & Systems Administration
- Configure and maintain provider accounts within Tebra and other business systems, ensuring accurate setup and readiness for go-live.
- Facilitate provider access to required platforms, tools, trackers, and shared resources.
- Validate system access and account functionality directly with providers and office staff.
- Maintain accurate provider records, including contact information, onboarding progress, training completion, certifications, and operational readiness.
- Identify and escalate recurring onboarding or system issues while recommending process improvements.
Patient Intake & Operations Support
- Support patient intake activities, including referral logging, appointment scheduling, status tracking, and documentation management.
- Assist with Benefits Investigations (BI), insurance verification activities, and certification training coordination as assigned.
- Maintain accurate tracking of patient onboarding, payment status, shipment status, and operational milestones.
- Ensure timely and accurate updates across internal systems and reports.
Administrative & Logistics Coordination
- Coordinate ordering, tracking, and distribution of welcome kits, clinical supplies, training materials, consignment inventory, and office resources.
- Manage shipment tracking and delivery status for providers, patients, and training events.
- Support logistical coordination for training sessions, meetings, room reservations, and operational events.
- Assist with purchase requests, documentation processing, and other administrative functions.
- Participate in shared inbox and inbound call coverage to ensure timely response to provider and internal inquiries.
Cross-Functional Support & Coverage
- Serve as a backup resource for onboarding, intake, scheduling, and operational support functions during staffing gaps, peak volumes, or team absences.
- Collaborate closely with Clinical Strategy, Provider Relations, Operations, and Customer Support teams to ensure continuity of service.
- Adapt to changing priorities and support evolving business needs in a dynamic healthcare environment.
- Contribute to operational improvement initiatives and process standardization efforts.
Qualifications
Required
- Minimum of 2 years of experience in healthcare administration, provider onboarding, operations coordination, scheduling, customer support, or a related role.
- Strong proficiency with Microsoft Office Suite, including Outlook, Excel, Teams, and SharePoint.
- Demonstrated ability to learn and navigate new systems and technologies independently.
- Exceptional attention to detail with a focus on data accuracy and record management.
- Strong organizational and time-management skills with the ability to manage multiple concurrent tasks.
- Excellent written and verbal communication skills with a customer-service mindset.
- Ability to work effectively within structured processes while maintaining flexibility and responsiveness.
Preferred
- Experience with Tebra or similar Practice Management (PM) and Electronic Health Record (EHR) platforms.
- Experience with Salesforce or other CRM systems.
- Knowledge of Benefits Investigations, insurance verification, prior authorizations, credentialing, or patient access services.
- Experience handling Protected Health Information (PHI) within a HIPAA-regulated environment.
- Experience supporting healthcare providers, medical practices, specialty therapies, or medical device organizations.
Key Competencies
- Strong attention to detail and process adherence
- Organizational excellence and task prioritization
- Customer-focused and service-driven approach
- Accountability and ownership of assigned activities
- Adaptability and flexibility in a changing environment
- Problem-solving and critical-thinking skills
- Collaboration and teamwork
- Professionalism and discretion when handling confidential information
Work Environment
- Remote-based position with frequent use of computer systems, virtual collaboration tools, and telephone communication.
- May require occasional schedule flexibility to support provider onboarding activities, training events, and business priorities.
Compliance & Confidentiality
- Maintains confidentiality and security of Protected Health Information (PHI), provider data, and company-sensitive information.
- Completes all required HIPAA, compliance, privacy, and company training programs.
- Performs duties in accordance with company policies, quality standards, and applicable federal, state, and industry regulations.
- Demonstrates commitment to maintaining accurate documentation, audit readiness, and regulatory compliance at all times.
