Operations Specialist

Department: Corporate

Employment Type: Full Time

Location: Naperville, IL

Reporting To: Mir Mahmood

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” attitud