Administrative Services Coordinator

Atos Medical; New Berlin (WI); Hybrid; USD 29,000 - 32,000; Full time

Job summary

Atos Medical, a Coloplast company, is recruiting an Administrative Services Coordinator to support client intake processes from a remote location with the option to work onsite for the first 2 days in New Berlin, WI. You will handle demographic and insurance information, obtain signatures, and verify documentation to promote efficient care pathways.

You will also manage data entry, follow up with clients within 24 hours, perform Medicare checks in Brightree, and assist with scheduling,

Qualifications

• High school diploma or GED required.
• 1-2 years administrative or healthcare intake experience.
• Minimum keyboarding speed of 5000 keystrokes per hour.
• Preferred: Associate degree in medical office management.
• Experience with Brightree is a plus.

Responsibilities

• Instruct end users on compliance requirements and document needs.
• Complete documentation per law and policy and verify demographic info.
• Ensure valid prescription on file for actively ordering end users.
• Manage intake forms and file properly.
• Maintain data entry accuracy in client management system.
• Follow up with end users within 24 hours of incomplete docs.
• Process paperwork for new clients per protocol.
• Smooth end user flow through intake process.
• Communicate with team to resolve issues.
• Perform Medicare eligibility checks in Brightree.
• Create sales order templates.
• Answer and resolve inquiries by phone, fax, email.
• Verify eligibility and cost information to determine needs.

Skills

Customer service

Communication

Organization

Problem solving

Multitasking

Attention to detail

Microsoft Office

Education

HS Diploma

GED

Associate degree

Tools

Brightree

Database management

Job description

Remote

Hours: Monday-Friday, 8am-4:30pm

| Atos Medical-US | New Berlin, WI |

Remote

Hours: Monday-Friday, 8am-4:30pm

Work location: Remote with the ability to work onsite for the first 2 days.

Join a growing company with a strong purpose! Do you want to make a difference for people breathing, speaking and living with a neck stoma? At Atos Medical, our people are the strength and key to our on-going success. We create the best customer experience and thereby successful business through our 1300 skilled and engaged employees worldwide.

About Atos Medical Atos Medical is a global leader in neck stoma care—dedicated to improving the lives of people living with laryngectomy and tracheostomy. With origins in Sweden and Germany, both our Laryngectomy and Tracheostomy brands bring decades of expertise and innovation in voice and respiratory care, offering trusted solutions such as the Provox® voice prosthesis and TRACOE tracheostomy products. As part of the Coloplast Group, we operate in over 90 countries with a shared commitment to clinical excellence, patient support, and high-quality medical devices that help people breathe, speak, and live more comfortably.

We are seeking a Administrative Services Coordinator to join our team!

Summary

The Administrative Services Coordinator performs administrative duties to facilitate the intake process for clients, following established policies and protocols. Screening demographic and insurance information; obtaining signatures on consents and insurance forms; and verifying information to promote continuity of care and cost-effective practice patterns. Review records for completeness and accuracy and to verify all required documentation has been returned. This role will be the first point of contact for clients to help navigate and understand the often-complicated health care processes.

Job Responsibilities

• Instructs end users regarding compliance requirements, explains documents, forms and information requirements including but not limited to patient service agreements, consent forms, etc.
• Completes necessary documentation as provided by law, regulation, and established policy; ensures that all required demographic and insurance information is provided.
• Ensures that all actively ordering end users have a valid prescription on file for the products they order.
• Ensures that all intake forms are properly signed and filed.
• Maintains departmental accuracy standards in relation to all data entered into the client management system.
• Follows up with every end user within 24 hours of receiving incomplete documentation.
• Processes paperwork for new clients efficiently and in accordance with protocols.
• Ensures smooth end user flow through the intake process.
• Communicates with other team members constructively in order to reduce conflict and enhance the resolution of issues.
• Complete Medicare eligibility checks within Brightree System.
• Create sales order templates.
• Answer, document, and resolve or elevate incoming telephone, fax, and email inquiries.
• Follow up with clients, providing key information and documenting interactions.
• Verify eligibility and cost information to determine needs.

Basic Qualifications

• Must be at least 18 years of age
• HS Diploma or GED required
• 1-2 years administrative experience or of related intake experience in a healthcare setting
• Minimum keyboarding speed of 5000 keystrokes per hour

Preferred Qualifications

• Associate’s degree in medical office management or related field
• 2-3 years of experience working with database management, preferably Brightree
• Working knowledge in a durable medical equipment environment

Skills & Abilities

• Commitment to customer service excellence and high standards
• Excellent written and oral communication skills
• Displays the ability to communicate with others effectively, listen closely and convey points clearly
• Strong organizational, problem-solving, and analytical skills
• Ability to manage priorities and workflow
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Acute attention to detail
• Proficient on Microsoft Word, Excel, and Outlook
• Ability to effectively communicate with people at all levels and from various backgrounds.

WE OFFER

Atos Medical is a global leader headquartered in Sweden, united by a shared purpose and strong values. Guided by our superpowers—patient-centric, dedication, agile, and the belief that you never walk alone—we support and empower our users, our colleagues, and our partners every day. We believe in working together, growing together, and treating everyone we interact with—patients, coworkers, health care professionals, and partners—with respect and integrity. You will be part of an ambitious work environment in which teams work together to continuously grow and develop the business. You will have great opportunities to learn and develop, and you will be offered a competitive salary package and benefits.

TOTAL REWARDS

At Atos Medical, a Coloplast company, we value and reward the contributions of our employees. Our total rewards package supports your well-being, professional growth, and work-life balance. Here’s what you can expect:

Health & Wellness

• Comprehensive medical, dental, and vision coverage for you and your family.
• Access to company-sponsored wellness programs and mental health resources
• Paid leave for qualifying events, and generous parental leave for both birthing and non-birthing parents.
• Health Savings Account (HSA) with employer contributions

Financial Security

Competitive 401(k) with company match, financial planning services, and corporate discounts.

State-of-the-art facility

Hybrid and onsite employees work from our state-of-the-art facility, thoughtfully designed with sit-stand desks, large monitors, and premium onsite amenities, including a gym and golf simulator.

Work-Life Balance

Flexible work options, 3 weeks of PTO, 10 paid holidays, and summer hours to help you recharge.

Professional Development

Ongoing learning and career growth opportunities through training, mentorship, and tuition reimbursement.

Community & Culture

Join a Top Workplace, as recognized by USA Today and the Milwaukee Journal Sentinel. We foster a supportive environment where everyone feels valued and included. Engage in team-building, volunteer events, and our sustainability initiatives.

Compensation

For the responsibilities and scope of work associated with this role, the hourly pay range is $21.00-$23.00, with eligibility for annual bonus incentives.

Atos Medical, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. To request reasonable accommodation to participate in the job application, please contact 800-217-0025.

Founded in 1986, Atos Medical is the global leader in laryngectomy care as well as a leading developer and manufacturer of tracheostomy products. We are passionate about making life easier for people living with a neck stoma, and we achieve this by providing personalized care and innovative solutions through our brands Provox®, Provox Life™ and Tracoe.

We know that great customer experience involves more than first-rate product development, which is why clinical research and education of both professionals and patients are integral parts of our business.

Our roots are Swedish but today we are a global organization made up of about 1400 dedicated employees and our products are distributed to more than 90 countries. As we continue to grow, we remain committed to our purpose of improving the lives of people living with a neck stoma.

Since 2021, Atos Medical is the Voice and Respiratory Care division of Coloplast A/S

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