EHR Healthcare Administrator

Axle Labs; Cincinnati (OH); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

100% Medical, Dental & Vision Coverage

Educational Benefits for Career Growth

Paid Time Off (Including Holidays)

Employee Referral Bonus

401K Matching

Flexible Spending Accounts: Healthcare

Parking Reimbursement Account

Dependent Care Assistant Program

Transportation Reimbursement Account

Job summary

Axle Informatics is expanding its EHR consulting practice and seeks a Healthcare Administrator to own contract execution, compliance, and workforce screening across W2, 1099, C2C, and H1B models. You will coordinate with Sales, Recruiting, and clients to prevent bottlenecks and ensure HIPAA obligations are met.

The ideal candidate has hands-on healthcare admin experience, strong contract skills, and meticulous documentation capabilities to build scalable processes in a fast-paced environment.

Qualifications

• 3–5+ years in healthcare administration, HR compliance, or contract operations.
• Knowledge of HIPAA and Business Associate Agreements.
• Experience with worker classification across W2, 1099, and vendor models.
• Experience coordinating background checks and drug screening.
• Strong contract administration skills—MSAs, SOWs, and vendor agreements.
• Exceptional organizational skills and attention to detail; accountable for compliance docs.

Responsibilities

• Own execution and tracking of MSAs, SOWs, 1099s, C2C, and W2 agreements.
• Maintain Epic Vendor Access Approval process and credentialing requirements.
• Ensure active HIPAA BAAs and current compliance obligations; track liability insurance.
• Manage background checks and drug screening for consultants prior to client placement.
• Coordinate with legal/immigration for H1B compliance and wage documentation.
• Maintain centralized system of record for contracts and compliance documents.
• Build templates and checklists; ensure audit-readiness across files.
• Bridge Sales/BD, Recruiting, and clients to avoid bottlenecks; support onboarding.
• Contribute to contract management tools and HIPAA-compliant communications.

Skills

Healthcare admin

Staffing compliance

Contract operations

HIPAA compliance

Organizational skills

Attention to detail

Contract management

Cross-functional

MSA/SOW familiarity

Education

Bachelor's degree

Tools

ADP

ATS platforms

Contract management systems

Job description

Company Overview

Axle Informatics is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations around the globe. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with premier research organizations and facilities including multiple institutes at the National Institutes of Health (NIH) and other public and private organizations.

Benefits We Offer

• 100% Medical, Dental & Vision Coverage for Employees
• Educational Benefits for Career Growth
• Paid Time Off (Including Holidays)
• Employee Referral Bonus
• 401K Matching
• Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

Overview

Axle is expanding into EHR Consulting Services, delivering implementation, optimization, and go-live support for Epic, Oracle Health, and Meditech to hospitals, health systems, and physician groups. As the division scales, Axle is seeking a detail-oriented and highly organized Healthcare Administrator to serve as the operational backbone of the new consulting practice — overseeing contract execution, compliance documentation, and workforce screening across a blended staffing model of W2 employees, H1B professionals, 1099 contractors, and C2C partners.

This role sits at the center of the division, connecting the Sales/BD team, the recruiting team, and external clients to ensure every engagement is properly contracted, every consultant is properly screened, and every compliance requirement is met before a consultant sets foot in a client environment. The ideal candidate has hands‑on experience in healthcare administration, staffing compliance, or contract operations, and is comfortable building process from the ground up in a fast‑paced environment

Key Responsibilities

Contract & Compliance Administration

• Own execution and tracking of Client Master Service Agreements (MSAs), Statements of Work (SOWs), Independent Contractor Agreements (1099s), C2C vendor agreements, and W2 employment agreements
• Maintain and manage the Epic Vendor Access Approval process and other vendor‑specific credentialing requirements
• Ensure the division maintains an active HIPAA Business Associate Agreement (BAA) and stays current on HIPAA compliance obligations
• Track and manage general liability, professional liability, and cyber liability insurance requirements

Background Screening & Worker Classification

• Manage background check and drug screening processes for all consultants prior to client placement, per hospital and health system requirements
• Support correct worker classification across the W2 / H1B / 1099 / C2C staffing model, flagging compliance risk where classification is ambiguous
• Coordinate with legal/immigration support on H1B compliance requirements, including USCIS filings and prevailing wage documentation, for long‑term specialized placements

Documentation & Record-Keeping

• Maintain a centralized system of record for all contracts, compliance documentation, and screening results
• Build and maintain repeatable documentation templates and checklists as the division scales
• Ensure audit‑readiness of all compliance files at all times

Cross‑Functional Operations Support

• Serve as the connective tissue between Sales/BD, Recruiting, and clients — ensuring compliance and paperwork never become a bottleneck to placement
• Support onboarding logistics for new consultants (W2, 1099, C2C, and H1B) in coordination with recruiting
• Contribute to the buildout of supporting systems, including contract management tools and HIPAA‑compliant communication platforms

Qualifications

Required

• 3–5+ years of experience in healthcare administration, HR/staffing compliance, or contract operations, ideally within healthcare IT staffing, consulting, or a related regulated industry
• Working knowledge of HIPAA compliance requirements and Business Associate Agreements
• Experience with worker classification issues across W2, 1099, and contractor/vendor models
• Experience coordinating background checks and drug screening processes, ideally in a healthcare or hospital‑adjacent context
• Strong contract administration skills — comfortable managing MSAs, SOWs, and vendor agreements
• Exceptional organizational skills and high attention to detail; comfortable being the single point of accountability for compliance documentation

Preferred Attributes

• Familiarity with EHR vendor credentialing processes (e.g., Epic Vendor Access Approval)
• Experience in a healthcare IT staffing or consulting environment
• Familiarity with contract management systems, ATS platforms, or payroll systems (e.g., ADP)
• Bachelor's degree required; healthcare administration, business, or related field a plus

Key Competencies

• Compliance and risk management
• Contract administration and vendor agreement management
• Documentation rigor and audit‑readiness
• Cross‑functional coordination across sales, recruiting, and clients
• Ability to build process from scratch and operate independently in a fast‑paced, early‑stage environment

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment‑based age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process, please contact [e-mail]

Disclaimer: The above is meant to illustrate the general nature of work and level of effort being performed by individual’s assigned to this position or job. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job or responsibilities as needed.

This role has a market‑competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.

Salary Range: $75,000—$95,000 USD