Operations Specialist

Job Description

Job Description

Description

This is a REMOTE position. Our headquarters are based in Naperville, IL.

Job Title: Operations Specialist
Location: Remote (serving 11 states)
Reports to: Head of National Operations

Overview

We are seeking a highly organized, customer-service–oriented professional to join our growing national healthcare operations team. This individual will play a critical role in coordinating medical supplies, managing graft orders, and ensuring a seamless referral management process across 11 states supporting 50–75 field clinicians.

The ideal candidate thrives in a fast-paced environment, is detail-driven, excels at problem-solving, and demonstrates exceptional communication and analytical skills.

Key Responsibilities

1. Supply Management (Medical & Non-Clinical)

• Serve as the central point of contact for supply management across 11 states and 50–75 field clinicians.
• Conduct weekly supply reviews with each clinician, documenting requests and ensuring timely orders via the web-based ordering system.
• Source alternatives when items are unavailable — including substituting generic equivalents or ordering through alternate vendors such as Amazon, McKesson, or other approved suppliers .
• Maintain and update a centralized supply tracking spreadsheet , ensuring accurate inventory reconciliation.
• Perform cost analyses and usage reports using Excel (including pivot tables and filters).
• Ensure all supplies and grafts are ordered, tracked, and delivered within expected timelines while minimizing waste and cost.

 

 

 

2. Graft Ordering Coordination

• Review upcoming patient graft appointments in the EMR and generate a weekly list of scheduled cases.
• Coordinate with scheduling coordinators and field clinicians to confirm graft type, quantity, and shipping location .
• Cross-check new orders against previous shipments to manage existing inventory and reduce excess.
• Maintain detailed records of graft utilization, shipments, and returns .
• Be proactive and cost-conscious , continuously looking for opportunities to reduce redundancy and streamline processes.

 

3. Referral Monitoring & Customer Service

• Monitor the CarePort web-based referral platform for all 11 states to ensure timely review and response to new referrals.
• Triage and evaluate 25–85 daily referrals to ensure completeness, eligibility, and readiness for scheduling.
• Review and interpret insurance information (Medicare, Medicaid, commercial, and secondary payers) to verify patient eligibility.
• Communicate professionally and promptly with referring hospitals, clinicians, and internal teams , ensuring referrals are responded to within established turnaround times.
• Partner closely with Scheduling and Sales to ensure all qualified referrals are accepted and scheduled efficiently.
• Maintain accurate tracking and reporting metrics in shared databases or spreadsheets.

Skills, Knowledge and Expertise

• Bachelor’s degree preferred (Healthcare Administration, Business, or related field) or equivalent experience.
• Minimum 2–4 years of experience in healthcare operations, medical supply coordination, or patient referral management.
• Strong customer service orientation with excellent verbal and written communication skills.
• Proficiency in Microsoft Excel (pivot tables, VLOOKUP, sorting/filtering, and data analysis).
• Comfortable working with web-based systems and EMRs (CarePort experience preferred).
• Demonstrated ability to multi-task, prioritize, and respond rapidly to time-sensitive requests.
• Familiarity with medical terminology and insurance verification processes.
• Highly organized , detail-oriented , and cost-conscious in managing supplies and vendor relationships.

 

Ideal Candidate Attributes

• A “can-do” attitude with exceptional responsiveness and follow-through.
• Analytical thinker who can spot trends, identify inefficiencies, and propose process improvements.
• Strong problem-solving skills — able to adapt quickly when supplies are unavailable or orders need escalation.
• A team player who thrives in a remote, fast-paced healthcare environment .

Benefits

Competitive compensation
Robust health benefits package including premium health, dental and vision insurance. FSA, HSA
Company sponsored Short and Long Term disability
Company Sponsored Life Insurance
401k plan with generous company match
Generous PTO policy with paid holidays and sick leave



 
Ready to join a passionate team and make a difference in healthcare? We want to hear from you!