Gas Reimbursement Coordinator - WI

Southeastrans, Inc.; Madison (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

Southeastrans, Inc. is seeking a Full Time Admin Support Worker in Madison, WI to oversee and administer Gas Mileage Reimbursement (GMR) and Meals & Lodging (M&L) programs.

You will coordinate transportation, support member requests, and ensure timely participation while maintaining accurate records and training staff. The role involves handling inquiries, promoting program utilization among staff, and ensuring documentation and data integrity within NET InSight and related systems.

Qualifications

• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to stand or sit for long periods.
• Flexibility to work weekends, evenings, and holidays.
• Ability to work independently or as part of a team.
• Professional appearance and positive attitude.

Responsibilities

• Coordinate and administer Gas Mileage Reimbursement (GMR) and Meals & Lodging (M&L) services, including arranging transportation and supporting member requests.
• Explain program requirements, eligibility, documentation processes, and submission methods to members.
• Answer calls and respond to inquiries regarding GMR, M&L, transportation services, and related activities.
• Promote GMR and M&L programs to Dispatch, Routing, and Call Center staff to maximize utilization.
• Schedule standing orders and demand-response trips using the transportation management system and ensure accurate documentation.
• Generate, distribute, and maintain forms, records, and tracking documents for GMR and M&L activities.
• Maintain data entry and program records in NET InSight and other systems with complete documentation and updates.
• Monitor utilization, volumes, trends, issues, and member needs; report findings to management.
• Provide required documentation to clinical staff, providers, facilities, and members for effective communication.
• Retrieve and process call center messages and appointment information for timely support.
• Identify efficiencies and suggest process improvements to enhance effectiveness and accuracy.
• Maintain HIPAA compliance and confidentiality of member information.
• Perform other duties as assigned.

Skills

Communication

Organizational skills

Stamina

Flexibility

Independent/teamwork

Professional appearance

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Admin Support Worker

LOCATION: ON-Site in Madison, WI

POSITION IS CONTINGENT UPON AWARD OF CONTRACT

Summary

Responsible for overseeing and administering Gas Mileage Reimbursement (GMR) and Meals & Lodging (M&L) programs, ensuring efficient operations, timely processing, and compliance with contractual requirements. Manages program-related systems, member support, issue resolution, documentation, status tracking, and coordination with operations and finance teams. Promotes program utilization through education and outreach while providing training and guidance to dispatch, routing, and operational staff to ensure accurate and effective program administration.

Essential Functions

• Coordinate and administer Gas Mileage Reimbursement (GMR) and Meals & Lodging (M&L) services, including arranging transportation, supporting member requests, and ensuring timely program participation.
• Provide member assistance by explaining program requirements, eligibility, documentation processes, reimbursement procedures, and submission methods.
• Answer incoming calls and respond to member, provider, and facility inquiries regarding GMR, M&L, transportation services, and related program activities.
• Promote GMR and M&L programs to Dispatch, Routing, and Call Center staff to maximize program utilization and member access to available services.
• Schedule standing orders and demand‑response trips using the transportation management system and ensure accurate trip documentation.
• Generate, distribute, and maintain required forms, records, and tracking documents related to GMR and M&L activities.
• Maintain accurate data entry and program records within NET InSight® and other tracking systems, ensuring complete documentation, status updates, and resolution timelines.
• Monitor, measure, and report program utilization, volumes, trends, common issues, and member support needs; provide reporting and recommendations to management.
• Provide clinical staff, providers, facilities, and members with required documentation and information to support effective communication and program administration.
• Retrieve and process call center messages and appointment‑related information to ensure timely member support and service coordination.
• Identify operational efficiencies and recommend process improvements to enhance program effectiveness, member satisfaction, and administrative accuracy.
• Maintain confidentiality of member information and ensure compliance with HIPAA requirements and healthcare privacy standards.
• Perform other duties and responsibilities as assigned.

Qualifications Required

• Excellent communication skills both written and oral.
• Excellent organizational skills.
• Ability to stand or sit for long periods of time.
• Ability to be flexible with their schedule (could require weekends, evenings, and holidays).
• Ability to work independently or with a team.
• Professional appearance, positive attitude.