DME Intake Coordinator

Unifi Healthcare; Paducah (KY); On-site; USD 22,000 - 30,000; Full time

Job summary

Unifi Healthcare is seeking an Operations Coordinator to provide essential patient support and ensure smooth business operations. You will manage orders, coordinate with internal teams, and handle data entry using Brightree DME, OneDrive, and MS Office.

The role emphasizes proactive problem solving, strong communication, and meticulous organization, with a flexible 30–40 hour workweek in a dynamic health‑care operations environment.

Qualifications

• Experience in data entry/purchasing in a DME or medical setting is preferred.
• Excellent people and computer skills; proficient with Microsoft Office.
• Familiarity with Brightree DME or similar software is highly desired.
• Strong interpersonal and communication skills.
• Excellent customer service and phone communication.
• Highly organized with attention to detail.
• Ability to multitask, prioritize, and troubleshoot independently.
• Proactive self-starter with minimal supervision.

Responsibilities

• Manage patient orders via inbound/outbound calls and track status.
• Coordinate with internal teams to support workflow and projects.
• Assist with delivering and packaging orders from inventory as needed.
• Monitor stock levels and assist with inventory counts and restocking.
• Enter/update patient records in Brightree or OneDrive.
• Handle documentation and communications with healthcare providers.

Skills

Data entry

MS Office

Customer service

Communication

Multitasking

Attention to detail

Problem solving

Tools

Brightree DME

OneDrive

Job description

We are seeking a friendly, outgoing individual who shares our values to join our team as a Operations Coordinator. This person serves a vital role in our organization, providing essential support to our Patients while ensuring the seamless execution of business operations. Drawing on years of comprehensive experience in operational excellence, this position maintains the critical infrastructure necessary for success in order management and patient satisfaction.

Schedule: Hours: 30-40 per week, flexible daytime working hours anywhere between 6 am-5 pm, M-F. If work is completed, no one else needs help, and you want to be finished for the day, less hours are fine but see PTO policy below.

Key Responsibilities (but are not limited to):

• Order Management: Inbound/Outbound calls, creating, processing, and tracking patient orders. This may include handling backorders, cancellations, damages, and lost orders.
• Assisting other team members with various tasks, such as (but not limited to) contacting patients, obtaining required documentation from healthcare providers, and distributing informational materials.
• Cross-Department Collaboration: Coordinating with internal teams such as Authorizations, and Fulfillment to facilitate efficient workflow and support ongoing goals and projects.
• Delivery Coordination: Supporting the Fulfillment Manager with order assignments, patient deliveries, service requests, and, when necessary, packaging and shipping orders from inventory.
• Inventory Management: Assisting Fulfillment Manager in monitoring stock levels, assisting in physical inventory counts, and placing restocking orders to maintain adequate supply as needed.
• Data Entry: Entering and updating patient records in Brightree, managing order templates, and uploading necessary documentation into Brightree or OneDrive.
• Specialized Tasks and Projects: Overseeing and executing specialized assignments requiring advanced knowledge, experience, and methodical implementation, while ensuring alignment with organizational objectives and adherence to established policies and procedures.

Qualifications:

• **Previous experience in data entry services and/or purchasing preferably in a Durable Medical Equipment (DME) office or similar environment, or experience in another medical environment highly desired.**
• **Excellent people and computer skills; including proficiency with Microsoft Office.**
• **Familiarity with Brightree DME database or similar software is highly desired.**
  Excellent interpersonal and communication skills.
• Excellent customer service and strong phone communication skills.
• Strong organizational skills and attention to detail.
  Ability to multitask, adapt, prioritize duties, and troubleshoot issues.
• A proactive individual who identifies tasks that need to be accomplished and takes the initiative to complete them independently, without requiring constant supervision.

This role requires exceptional organizational skills, meticulous attention to detail, and the ability to collaborate and communicate effectively across departments to enhance operational efficiency. The ideal candidate will be self-motivated, capable of identifying necessary tasks and executing them independently with minimal supervision. Experience with DME is preferred.