Position Summary

The Office Assistant – DME Operations plays a critical role in supporting the end-to-end coordination of Durable Medical Equipment (DME) orders in a fast-paced, growing healthcare startup environment. This position is responsible for communicating with patients, primary care providers (PCPs), and clinics to ensure all required prescriptions and documentation are completed accurately and on time. The ideal candidate is adaptable, detail-oriented, and comfortable learning new systems and processes while working fully remotely.

 

Key Responsibilities

Patient & Provider Coordination

• Communicate directly with patients to explain DME order requirements, confirm information, and provide clear status updates.

• Coordinate with patients’ PCPs, clinics, and care teams to obtain signed prescriptions, medical orders, and supporting documentation required for DME fulfillment.

• Perform proactive follow-ups with provider offices to resolve missing, incomplete, or expired documentation.

• Serve as a liaison between patients, providers, and internal DME operations teams to ensure timely and accurate order processing.

Order & Documentation Management

• Track DME orders throughout the documentation and approval lifecycle.

• Review incoming prescriptions and orders for completeness, accuracy, and compliance with DME and regulatory requirements.

• Manage inbound and outbound fax, email, and secure document transmissions related to DME orders.

• Maintain accurate, up-to-date records across internal systems in compliance with HIPAA and company policies.

Communication Management

• Handle inbound and outbound phone calls, emails, and messages from patients and provider offices in a professional and timely manner.

• Document all communications clearly and ensure appropriate follow-up.

• Escalate issues, delays, or exceptions to the appropriate internal teams when needed.

Administrative & Operational Support

• Support the DME operations team with data entry, case tracking, document preparation, and general administrative tasks.

• Work cross-functionally in a dynamic startup environment, adapting to evolving workflows and priorities.

• Contribute to process improvements that increase efficiency and reduce turnaround times.

• Maintain strict adherence to HIPAA, DME regulations, and internal privacy and security standards.

Qualifications

• 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 quickly learn new systems and tools.

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
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job