Job Overview:
We're looking for a highly organized, proactive DME Intake & Documentation Specialist to support end-to-end coordination and documentation of Durable Medical Equipment (DME) orders in a fast-paced, remote healthcare startup. In this role, you will communicate directly with patients, primary care providers, and clinics to secure compliant prescriptions, track orders through their lifecycle, and maintain audit-ready records. This position is ideal for a detail-oriented professional with healthcare operations experience who thrives on managing case follow-ups and navigating strict regulatory compliance.
Schedule:
- Monday to Friday, 9:00 am to 6:00 pm EST (includes 1hr unpaid break)
Responsibilities:
- Manage the full DME order lifecycle from initial referral through to final fulfillment, ensuring precise data entry and case tracking.
- Audit all incoming prescriptions, orders, and Standard Written Orders (SWOs) for clinical accuracy, medical necessity, and strict CMS/MAC regulatory compliance before releasing to operations.
- Coordinate directly with healthcare provider offices via phone, email, and fax to secure signed, complete, and compliant SWOs and supporting clinical documentation.
- Monitor and track pending DME orders through the entire documentation and approval lifecycle to minimize turnaround times and resolve bottlenecks.
- Handle high-volume inbound and outbound phone calls, emails, and secure document transmissions with patients and provider offices in a timely, professional manner.
- Maintain meticulous, up-to-date, and clear documentation of all client files and communications across internal systems, ensuring full adherence to HIPAA and company privacy policies.
- Document and escalate order exceptions, delays, or complex documentation gaps to the appropriate internal teams to ensure swift resolution.
- Provide general administrative support, document preparation, and data entry, quickly adapting to evolving workflows within a dynamic startup environment.
- Collaborate with the DME operations team to identify procedural bottlenecks and contribute to process improvements that scale efficiency.
Requirements:
- High school diploma or equivalent (associate degree preferred).
- 1–2 years of experience in administrative support, patient services, healthcare operations, or DME/referral coordination.
- Strong verbal and written communication skills, especially when working with patients and medical offices.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple cases and follow-ups simultaneously in a fast-paced, remote startup environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with HubSpot CRM, DME EHR systems, or referral/order management platforms is a strong plus.
- Demonstrated ability and willingness to learn new systems and tools quickly.
Preferred Attributes
- Patient-centered, empathetic, and professional communicator.
- Proactive and persistent with provider and clinic follow-ups.
- Self-motivated, reliable, and comfortable working independently in a remote setting.
- Adaptable, solution-oriented, and energized by startup growth and change.
Independent Contractor Perks
- Permanent work from home
- Immediate hiring
- Health Insurance Coverage for eligible locations
Note
Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.
