Job Overview

We are seeking an organized DME Intake & Documentation Team Lead (Parachute Health & HubSpot) with expertise in Parachute Health and HubSpot. In this role, you will oversee day-to-day workflow operations, provide guidance to associates, and audit DME orders for clinical accuracy and CMS regulatory compliance. You will also coordinate with provider offices and monitor pending documentation to prevent fulfillment delays. High attention to detail and strong leadership skills are essential for keeping operations running smoothly and maintaining quality standards.

Schedule: Mon-Fri, 9 AM - 6 PM EST with 1 hr unpaid break (40 hrs per week)

Responsibilities

Core DME Intake & Documentation Responsibilities

• Manage the full DME order lifecycle from initial referral through final fulfillment, ensuring accurate data entry and case tracking.
• Audit incoming prescriptions, orders, and Standard Written Orders (SWOs) for clinical accuracy, medical necessity, and CMS/MAC regulatory compliance.
• Coordinate with healthcare provider offices via phone, email, and fax to secure complete and compliant documentation.
• Monitor pending DME orders and follow up on documentation, approvals, and outstanding requirements to minimize delays.
• Handle inbound and outbound calls, emails, and secure document transmissions with patients and provider offices.
• Maintain accurate, up-to-date documentation across internal systems while adhering to HIPAA and company privacy policies.
• Document and escalate order exceptions, delays, or complex documentation gaps to the appropriate teams.
• Provide administrative support, document preparation, and data entry while adapting to evolving workflows.
• Collaborate with the DME operations team to identify bottlenecks and contribute to process improvements
  

Additional Team Lead Responsibilities

• Provide day-to-day workflow oversight and support to Associates, ensuring tasks and cases are progressing appropriately.
• Serve as a subject-matter resource for Associates and assist with complex cases, documentation issues, and process-related questions.
• Monitor team workload, priorities, pending cases, and follow-ups to help ensure timely completion of deliverables.
• Review work and provide guidance or feedback to Associates to help maintain accuracy, compliance, and quality standards.
• Identify recurring issues, workflow gaps, or bottlenecks and escalate them to the appropriate leadership when needed.
• Help reinforce established processes, SOPs, and compliance requirements across the team.
• Support the team in maintaining productivity, accountability, and consistent service levels.

Must-have requirements

• 2+ years of experience in DME, healthcare operations, patient services, or DME/referral coordination, with demonstrated subject-matter expertise.
• Strong hands-on experience with Parachute Health and HubSpot.
• Experience reviewing DME orders, prescriptions, SWOs, and supporting documentation.
• Previous experience providing guidance, mentoring, or workflow oversight to other team members.
• Strong understanding of DME documentation and compliance requirements, including CMS/MAC requirements.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to manage multiple cases and priorities while maintaining accuracy.
• Proactive problem-solver who can identify issues, make sound decisions, and escalate appropriately.
• Proficiency in Microsoft Office Suite and ability to quickly learn new systems and tools.

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.