Healthcare Operations Coordinator

Role Description

The Healthcare Operations Coordinator is responsible for transferring referral, case, and review data between internal systems and client portals to support daily operational workflows. This role ensures timely, accurate, and compliant handling of case information, documentation uploads, status updates, and portal management activities across multiple client accounts. The position plays a critical role in maintaining operational efficiency, meeting turnaround time requirements, and ensuring data integrity.

Key Responsibilities

• Portal & Case Management
  • Upload and download referral documentation, medical records, reports, and supporting materials through client portals and internal systems.
  • Transfer case information accurately between platforms while maintaining data integrity.
  • Monitor client portals for new assignments, updates, requests, and status changes.
  • Verify completeness and accuracy of referral information before processing.
  • Track and document case movement throughout the workflow lifecycle.
  • Escalate urgent issues, missing documentation, or portal access concerns to leadership as appropriate.
• Data Entry & Documentation
  • Perform high-volume data entry with strong attention to detail and accuracy.
  • Maintain organized electronic records and audit trails.
  • Update internal tracking systems with current case statuses and required documentation.
  • Ensure all portal submissions meet client-specific formatting and submission requirements.
  • Conduct quality checks to identify discrepancies or incomplete information prior to submission.
• Operational Support
  • Support Operations Managers and team leadership with administrative workflow tasks.
  • Assist with reconciliation activities and operational reporting as assigned.
  • Help monitor turnaround times and identify potential workflow delays.
  • Communicate professionally with internal teams regarding case status, portal issues, and workflow needs.
  • Follow all internal SOPs, compliance standards, and client-specific processes.
• Quality & Compliance
  • Maintain confidentiality and securely handle sensitive and protected information.
  • Adhere to HIPAA and company privacy/security requirements.
  • Ensure work products meet internal quality standards and productivity expectations.
• Performance Metrics
  • Accuracy of data transfer and portal submissions.
  • Adherence to turnaround time (TAT) requirements.
  • Productivity and volume expectations.
  • Quality audit outcomes and error rates.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, operations, data entry, or healthcare support experience preferred.
• Strong attention to detail and organizational skills.
• Ability to manage repetitive tasks with consistency and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently in a remote environment.
• Strong time management and prioritization abilities.

Preferred Qualifications

• Experience working with client portals, EMRs, claims systems, or web-based workflow platforms.
• Healthcare, insurance, or medical records experience preferred.
• Familiarity with HIPAA and handling confidential information.
• Experience in high-volume, deadline-driven operational environments.

Technical Skills

• Proficiency with Google Workspace and Microsoft Office applications.
• Comfortable navigating multiple web-based systems simultaneously.
• Strong typing and data entry skills.
• Ability to learn client-specific portals and workflow systems quickly.

Work Environment

• Remote work from home.
• Hourly, non-exempt position.
• Occasional overtime may be required based on operational needs.

Benefits

• Comprehensive benefits package including medical, dental, and vision coverage for you and your family.
• Voluntary life insurance options for you, your spouse, and your children.
• Other voluntary benefits including hospital indemnity, critical illness, accident indemnity, and pet insurance plans.
• Basic life insurance, short-term disability, and long-term disability coverage at no cost.
• Generous paid time off policy.
• 401k plan with a company match.
• Apple equipment and a media stipend for remote workspace.