Job Description

Pay

$21.00-$22.00

Must be available during CST hours

The Records Acquisition Specialist ensures every center has the support necessary to move patients toward medical clearance. This is a supportive role assigned to all Nuvia centers based on appropriate needs. This role is responsible for obtaining and successfully sending through approved communication methods patient medical records that have been requested by a provider within a Nuvia center. This role will coordinate with both internal and external healthcare providers, and support patients through a smooth, organized, and compassionate clearance process.

This position directly impacts treatment readiness, patient satisfaction, and case progression by eliminating delays and ensuring complete, accurate documentation.

Responsibilities

Medical Clearance Coordination

• Obtain medical clearance documentation from patients’ PCPs and specialists
• Follow up consistently until required documentation is secured
• Forward requested records to Nuvia providers and stay vigilant for further records requests
• Effective communication with manager and center teams

Patient Communication & Support

• Communicate when necessary with patient in warm, comforting tones
• Answer patient questions and/or communicate that an answer is being requested
• Clearly explain clearance requirements and next steps
• Reduce patient anxiety by providing clarity and reassurance and medical clearance updates to the patients

Scheduling & Appointment Management

• Coordinate medical clearance-related appointments when necessary or communicate the need for said appt with the center teams
• Track deadlines and ensure documentation is received prior to treatment dates
• Maintain organized records to prevent delays

Cross-Functional Communication

• Communicate effectively with medical staff and internal teams
• Ensure all stakeholders are aligned on patient readiness
• Flag risks that may delay treatment and communicate those with center teams

Administrative & Documentation Duties

• Accurately complete data entry and maintain patient records
• File and organize documentation within internal systems
• Maintain compliance with internal documentation standards

Patient Feedback & Process Improvement

• Collect and communicate patient feedback
• Identify friction points in the clearance process
• Contribute ideas to improve workflow efficiency and patient experience

Results (What Success Looks Like)
30 Days

• Completes training and demonstrates system proficiency
• Understands medical clearance requirements and documentation standards
• Handles patient communication with professionalism and empathy
• Successfully manages a supervised clearance pipeline

60 Days

• Independently manages assigned patient clearance cases
• Maintains timely follow-up with minimal oversight
• Demonstrates accuracy in documentation and data entry
• Receives positive patient interaction feedback

90 Days

• Consistently obtains medical clearance documentation before deadlines
• Minimizes treatment delays due to documentation gaps
• Maintains strong communication with providers and internal teams
• Contributes suggestions to improve workflow efficiency

Ongoing Performance Metrics

• Medical clearance turnaround time
• % of cases cleared before treatment date
• Call response time from medical queue
• Documentation accuracy rate
• Patient satisfaction indicators

Requirements

Core Competencies

• Strong organizational skills
• Detail-oriented and process-driven
• Clear and professional communication
• High follow-through and persistence
• Customer-service mindset
• Positive, team-oriented attitude
• Adaptability and eagerness to learn

Experience & Education

• No prior medical clearance experience required
• Comprehensive training provided
• Customer service, administrative, or healthcare experience is a plus

Behavioral Traits for Success

• Takes ownership of outcomes
• Maintains composure under pressure
• Proactively solves problems
• Comfortable following up multiple times to secure documentation
• Thrives in a structured, performance-based environment

Why This Role Matters

The Records Acquisition Specialist plays a critical role in transforming lives. By ensuring patients are fully prepared to begin treatment, this role prevents delays, reduces stress, and creates a seamless experience from consultation to procedure.

Every cleared case represents a patient one step closer to renewed confidence and improved quality of life.