Administrative Coordinator

This is a fully remote position, open to applicants in United States, +2 more countries.

📋 Description

• Manage the processing of invoices, payments, and statements for clients, prescribers, and partner platforms.

• Monitor accounts receivable, follow up on overdue payments, and reconcile billing records.

• Address billing inquiries and discrepancies while documenting the resolutions.

• Act as the main point of contact for patients, prescribers, clinics, and telehealth partners via phone, email, chat, and portal.

• Oversee orders from receipt through compounding, verification, shipping, and delivery.

• Deliver accurate and proactive updates on order status.

• Track shipments and identify delays, lost packages, or issues with temperature-sensitive items.

• Coordinate with the pharmacy team to arrange replacements when necessary.

• Follow up on incomplete prescriptions, missing patient data, and prior authorizations.

• Direct clinical inquiries, adverse event reports, and product complaints to the pharmacist on the same day.

• Maintain accurate and up-to-date client records, call notes, and communication logs.

• Enter and update patient and prescriber profiles, shipping details, and payment information.

• Manage shared order queues and inboxes to ensure timely handling of requests.

• Collaborate with pharmacy sites, the General Manager, and PICs on order priorities, holds, and exceptions.

• Keep templates, scripts, and FAQs for common customer inquiries organized.

• Identify opportunities for automation to minimize repetitive tasks.

• Compile weekly reports on order volume, turnaround times, outstanding issues, and customer complaints.

• Prepare and track state pharmacy license applications, renewals, and non-resident licenses.

• Assist with DEA, NPI, wholesaler, payer, and partner enrollment documentation.

• Maintain calendars for license expirations, renewals, and filing deadlines.

• Organize training logs, SOP acknowledgments, licenses, certificates, and other compliance documents for inspection readiness.

• Prepare required PDMP, state, and partner reports on schedule.

• Collaborate with PICs and the General Manager to resolve documentation gaps prior to inspections or audits.

• Safeguard patient information in compliance with HIPAA regulations.

⛳️ Requirements

• A minimum of 2 years of experience in healthcare administration, medical or pharmacy billing, or client services.

• Exceptional organizational skills and meticulous attention to detail, especially in managing documents and deadlines.

• Proficient in clear and professional written and verbal communication.

• Comfortable utilizing billing software, spreadsheets, and shared document systems.

• Open to leveraging AI and automation tools for improved efficiency.

• Familiarity with HIPAA regulations or a willingness to complete HIPAA training prior to employment.

• Fluency in written and spoken English.

• Availability to work U.S. Eastern business hours, with a minimum schedule from 9:00 a.m. to 5:00 p.m. ET.

• Reliable high-speed internet and a private, quiet workspace suitable for managing patient information.

• Previous experience in a pharmacy setting, particularly within a compounding pharmacy (preferred).

• Background in state licensing or credentialing applications (preferred).

• CPhT certification or prior experience as a pharmacy technician (preferred).

🏝️ Benefits

• Competitive salary and benefits package.

• Opportunities for professional growth and development.

• Supportive work environment focused on collaboration and teamwork.