Cardiac Sales Administrator, CVA

ROM Technologies, Inc.; Clearwater (FL); On-site; USD 52,000 - 70,000; Full time

Job summary

ROMTech is seeking a Cardiac Sales Administrator, CVAUSA, to support referrals, orders, and sales coordination from an in-office setting. You will liaise between referring cardiology practices and internal teams to ensure documentation accuracy and smooth onboarding.

Reporting to the Cardiac Sales Director, you will manage CRM data, generate reports, assist with account setup, and provide activity reporting to drive efficiency and revenue growth in the CVAUSA account.

Responsibilities

• Manage 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.

Job description

Job Description

At 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, CVAUSA

Department: Sales

Reports To: Cardiac Sales Director

Location / Work Environment: In Office

Worker Classification: W-2 Employee

FLSA Status: Non-Exempt

Job Level: Standard

Job Purpose

The 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 Responsibilities Essential Duties

• Manage 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 Functions

• Participate 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.