Provider Operations Coordinator

TopDog Law is not your typical law firm. We're a nationally scaling personal injury firm built for impact and growth — owning the client experience end-to-end, from marketing and intake through litigation. We believe that world-class marketing, paired with exceptional legal talent and operations, creates better experiences and outcomes for clients and the business alike. Over the past three years, we've grown 2–3x year over year, setting a new standard on the marketing side of the personal injury space and proving what's possible when strategy, speed, and execution align. Now we're applying that same discipline and innovation to firm operations, case management, and national scale — intentionally building the infrastructure, systems, and teams to grow without sacrificing quality, culture, or accountability. We are a fully remote team that share trust, open communication, and a commitment to doing great work. If you love ownership, thrive in a fast-moving environment, and want to help build something exceptional, you'll feel right at home here. The Opportunity The Provider Operations Coordinator helps the provider lane run, and is essential for timely and active follow up. The Provider Relations team, including the field provider-relations role and the leaders who hold provider meetings and outreach, own the relationship and are the first point of contact with each provider. This role owns what happens behind that relationship: making sure that once a provider is connected, everything the firm needs from them is requested, received, documented, and entered accurately. Working like an executive assistant to the provider team, the coordinator sends the firm’s provider materials after a meeting, creates and tracks follow-ups, and works directly with each provider’s admin and front-office staff to collect the remaining information needed on the firm’s side. The coordinator is then responsible for getting that information into the firm’s systems cleanly, so provider records are complete, consistent, and usable by case teams. This person is also the backup for when our relations team is connecting actively with providers to answer the phone and make sure there is quick connection for escalating needs or providers hoping for connection, and help with coordinating in-field adjustments if our in-field representative is in a meeting already. This role is administrative and detail-driven by design. It frees the provider team to spend its time in the field building relationships, while ensuring no provider falls through the cracks between the first conversation and a complete, usable provider file. What You Will Own Provider Follow-Up and Admin Outreach Support the Provider Relations team after each provider meeting or outreach contact by sending the firm’s one-pager and related provider materials and drafting and sending the follow-up. Create and maintain a follow-up cadence for every newly connected provider, so open items, next steps, and owners are always visible to the team. Serve as the day-to-day administrative contact with provider admin and front-office teams, requesting and chasing the remaining information the firm needs on its side. Escalate relationship, pricing, or policy questions back to the Provider Relations team rather than handling them directly; keep the provider’s relationship owner informed of anything outstanding. Provider Data Collection and Documentation Track what has been received and what is still missing for each provider. For example, contact and office information, billing and records-request details, locations, and specialties, and follow up until the file is complete. Enter and update provider information in the firm’s systems (e.g., Filevine and the provider tracking tool) accurately and on a consistent timeline. Support clean provider mapping so each provider and location is recorded once, consistently, and linked correctly to the cases and records that reference them. Maintain a provider contact log, including outreach attempts, responses, and status changes, so history is never held in one person’s inbox. Operational Support to the Provider Team Schedule and prepare logistics for provider meetings, visits, and follow-up calls, and capture notes and action items afterward. Keep provider materials current and ensure the latest approved versions are the ones being sent. Support provider tracking and reporting: number of providers connected, onboarding status, and documentation completeness- so leadership can see where each provider stands and how the network is growing. Flag recurring data gaps, system friction, or process issues to the leadership team and suggest improvements. Data Integrity and Compliance Follow firm standards for data entry quality, naming conventions, and documentation so provider records are reportable and auditable. Handle provider and records-related information in line with firm confidentiality and HIPAA-related practices, escalating questions to Compliance through leadership What You Bring Required: High school diploma or equivalent required; associate’s or bachelor’s degree preferred. 2+ years of administrative, sales-support, or coordinator experience, ideally supporting an outreach, business development, or provider-facing team. Strong written communication skills; comfortable drafting professional follow-up emails and corresponding with front-office and administrative staff outside the firm. Exceptional organization and follow-through; able to manage many open items across many providers and keep them moving without being chased. High accuracy in data entry and documentation, with the discipline to catch and correct gaps and inconsistencies. Comfortable learning and working in case-management, CRM, or tracking systems and keeping records current. Professional, welcoming phone and email presence with provider office staff. Able to work independently in a remote environment and to coordinate across a small team with multiple priorities. Preferred (Nice to Have): Experience supporting a sales, business development, or provider-relations team. Experience in healthcare administration, medical office operations, personal injury, or legal services. Familiarity with HIPAA and medical records handling. Familiarity with Filevine or similar legal case-management or CRM platforms. Who Thrives Here (Core Values) We don't hire on resumes alone. We hire for competence, character, and mindset. Embrace Change: Open to feedback, embracing change, and always asking "what's next?" Committed: You care deeply, have your teammates' backs, and show up to build something lasting. No-Ego Energy: Positive, professional, and solutions-oriented. Drama stays at the door. Ownership: You do what you say, follow through, and treat the business like it's yours. Fast & Hungry: You move with urgency, thrive under high expectations, and are motivated by growth and impact. What We Offer Base Salary: $55,000 - $75,000, commensurate with experience Our job postings reflect the compensation range for the specific market and location of each role. Ranges vary by geography based on local market rates and cost of labor. Benefits include: Medical, dental, and vision insurance, 401(k) with company match, HSA, life insurance, disability coverage, paid time off, and parental leave. Equal Opportunity Employer We are an equal opportunity employer. Employment selection and related decisions are made without regard to age, race, color, national origin, religion, sex, disability, sexual orientation, gender identification, or being a qualified disabled veteran or qualified veteran of the Vietnam era or any other category protected by Federal or State law. If you have questions about this notice, wish to request additional information about how AI was used in a decision affecting you, wish to request correction of inaccurate data, or need a reasonable accommodation that is required by law regarding TopDog Law's use of these tools, please contact: Talent Acquisition Department | [View email address on click.appcast.io

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