Job Description

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.