Cardiac Sales Administrator, CVA

ROMTech; Clearwater (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

ROMTech is seeking a Cardiac Sales Administrator to support referrals, orders, and communications for CVAUSA accounts from an in-office setting. You will maintain CRM data, generate reports, and assist with onboarding new cardiology practices while coordinating with internal teams to ensure timely patient start of therapy.

Ideal candidates are detail-oriented, organized, and able to manage multiple priorities in a fast-paced environment, with strong communication skills for cross-functional

Qualifications

• Proficiency with Microsoft Office (Excel/Word) and CRM experience.
• Experience with CRM systems, digital fax platforms, and other business software tools.
• Strong organizational and time management skills with attention to detail.

Responsibilities

• Manage missing information requests for CVAUSA referrals and track statuses.
• Coordinate with internal departments for required documentation and approvals.
• Monitor referral to therapy start flow and ensure timely progression of orders.

Skills

Microsoft Office

CRM systems

Time management

Communication skills

Attention to detail

Multitasking

Cross-functional teamwork

Adaptability

Tools

Digital fax platforms

Business software tools

Job description

JOB DESCRIPTIONAt ROMTech, we are committed to improving patient outcomes through innovative rehabilitation technology while fostering a collaborative, accountable, and high-performing work environment. We value integrity, teamwork, continuous improvement, and a shared commitment to excellence in serving patients, providers, and partners.ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.Position Title: Cardiac Sales Administrator, CVAUSADepartment: SalesReports To: Cardiac Sales DirectorLocation / Work Environment: In OfficeWorker Classification: W-2 EmployeeFLSA Status: Non-ExemptJob Level: StandardJob PurposeThe Sales Administrator, CVAUSA supports the efficient administration and processing of referrals, orders, practice communications, and sales support activities for the CVAUSA account. This role serves as a key operational liaison between referring cardiology practices and internal teams by ensuring complete and accurate documentation, monitoring order progression throughout the patient onboarding lifecycle, maintaining data integrity within CRM systems, and providing timely reporting and administrative support. The position contributes to operational efficiency, customer satisfaction, and revenue growth by helping ensure patient referrals move through the process accurately and without unnecessary delays.Key ResponsibilitiesEssential DutiesManage missing information requests for CVAUSA referrals by identifying incomplete orders and requesting, collecting, tracking, and documenting required information from referring practices through resolution.Coordinate requests from internal departments requiring additional referral, insurance, authorization, or other supporting documentation and obtain required information from referring physician offices.Monitor order flow from receipt through patient start of therapy and proactively facilitate progression through required workflow stages.Respond to inquiries from CVAUSA physician practices regarding order status, documentation requirements, process updates, and next steps in a professional and timely manner.Generate, distribute, and maintain patient status reports and practice-level reporting for CVAUSA physicians and office staff.Support onboarding of new CVAUSA practices, including account setup, contact management, workflow education, and coordination with internal stakeholders.Maintain, audit, and update CRM records to ensure practice, physician, referral, and order information remains accurate and current.Maintain spreadsheets, logs, and tracking tools to ensure documentation accuracy, completeness, and operational visibility.Assist with communications involving patients and referring physician offices as assigned and in accordance with company procedures.Provide administrative support for sales activities, including meeting coordination, document management, file organization, and reporting.Support the Sales, Account Operations, and Clinical Documents Administration teams through coordinated administrative and operational activities.Cross-train and assist with clinical document processing functions related to the CVAUSA account, including routing of Individualized Treatment Plans, medical clearances, and related document tracking activities.Follow established company policies, procedures, quality standards, privacy requirements, and documentation practices.Other FunctionsParticipate in department meetings, training programs, and process improvement initiatives.Assist with special projects and operational initiatives as needed.Maintain professional relationships with internal and external stakeholders.Performs other related duties as assigned to support operational and business needs.JOB QUALIFICATIONSSkills and AbilitiesRequired:Proficiency with Microsoft Office applications, including Excel and Word.Experience using CRM systems, digital fax platforms, and other business software tools.Strong organizational and time management skills.Excellent written and verbal communication skills.Strong attention to detail and commitment to documentation accuracy.Ability to manage multiple priorities in a fast-paced environment.Strong problem-solving and follow-through skills.Ability to learn and adapt to new software applications and processes.Ability to work effectively with cross-functional teams and external physician offices.Preferred:Experience working with healthcare documentation, referrals, or patient onboarding workflows.Experience supporting sales operations or account management functions.Familiarity with reporting and data tracking tools.Knowledge of cardiology practice workflows and terminology.Work Experience RequirementsRequired:Prior experience in an administrative, sales support, healthcare operations, customer service, or related business support role.Preferred:Two or more years of experience supporting healthcare operations, referral management, provider relations, sales administration, or account operations functions.Experience working with physician offices, medical documentation, referral intake, or healthcare service organizations.Education RequirementsRequired:None.Preferred:High School Diploma or GED.Additional coursework or training in business administration, healthcare administration, customer service, or a related field.License and Certification RequirementsRequired:None.Preferred:None.Physical Demands and Working ConditionsAbility to sit at a computer workstation for extended periods of time.Frequent use of a computer, telephone, keyboard, and other standard office equipment.Moderate office noise levels, including telephone conversations, virtual meetings, and computer audio.Regularly required to sit, stand, talk, hear, reach, use hands and fingers, and perform repetitive motion activities related to computer and telephone use.May occasionally be required to stoop, bend, or lift routine office materials.Specific vision abilities include close vision and the ability to work on a computer screen for extended periods.Regular, predictable attendance is required to perform the essential functions of this position.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing [e-mail].