Administrative Services Coordinator

Coloplast; New Berlin (WI); Hybrid; USD 60,174,000 - 65,904,000; Full time

Benefits offered by this job

Comprehensive medical coverage

Dental and vision coverage

3 weeks PTO and holidays

401(k) with company match

Flexible work options

Job summary

Atos Medical, a Coloplast company, seeks an Administrative Services Coordinator to manage client intake, verify demographics and insurance, and confirm required documentation. This role serves as the first point of contact, helping clients navigate complex health care processes with accuracy and care.

Responsibilities include ensuring signed forms, Medicare checks in Brightree, and smooth patient flow, while delivering excellent customer service and coordinating with team members.

Qualifications

• Must be at least 18 years old and have a HS Diploma or GED.
• 1–2 years of administrative or intake experience in healthcare.
• Minimum keyboarding speed of 5000 keystrokes per hour.

Responsibilities

• Screen demographic and insurance information and obtain signatures.
• Verify information and ensure forms are completed and signed.
• Perform Medicare eligibility checks within Brightree.
• Respond to inquiries by phone, fax, and email and document interactions.
• Maintain data accuracy in the client management system and support intake flow.

Skills

Customer service

Communication

Organizational skills

Problem solving

Prioritize workflow

Team collaboration

Microsoft Word

Excel

Outlook

Education

HS Diploma or GED

Associate’s degree in medical office management

Tools

Brightree

Brightree System

Database management

Job description

Select how often (in days) to receive an alert:

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.

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.
• 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
• 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.

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:

• 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 every 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