Lead, Operations

AdaptHealth, LLC; Erie (Erie County); On-site; USD 60,000 - 86,000; Full time

Benefits offered by this job

Medical, dental & vision coverage

401(k) with company match

Paid time off (PTO)

Employee stock purchase plan

Paid parental leave

Disability insurance

Life insurance

FSA/HSA

Job summary

AdaptHealth, LLC is seeking a Lead Operations Specialist to support the Operations Team across regions, mentor staff, and ensure accurate documentation and compliant clinical processes.

The role involves supervising daily operations, training, analyzing performance data, and optimizing workflows while ensuring HIPAA compliance and compassionate service delivery.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Valid and unrestricted driver's license in the state of residence.
• Experience in health care administrative, financial, or insurance customer services, claims, billing, call center or management.
• Exact job experience is health care organization, pharmacy that routinely bills insurance or provides Diabetics, Medical Supplies, HME, Pharmacy or healthcare (Medicare certified) services

Responsibilities

• Supervise team daily operations and resolve complex issues.
• Lead meetings, onboarding, and ongoing training for operations and client engagement teams.
• Monitor performance metrics and provide coaching as needed.
• Develop and implement process improvements and workflow optimization strategies.
• Coordinate staffing needs, scheduling, and resource allocation.
• Maintain Medicare payer knowledge to guide decisions and compliance status for equipment/services.
• Review documentation for accuracy, including insurance verification and pre-authorizations.
• Navigate EMR systems to obtain, enter, and review documentation and expiration dates.
• Meet quality assurance requirements and KPIs with attention to detail.
• Drive and deliver medical equipment as needed.

Skills

Communication

Multitasking

Microsoft Office

Data analysis

Medicare knowledge

Teamwork

Empathy

Education

High school diploma

Associate’s degree in healthcare administration

Tools

EMR systems

Job description

Description

AdaptHealth Opportunity

About AdaptHealth

At AdaptHealth we offer full-service home medical equipment and related services that empower patients to live their best lives – beyond the hospital and at home.

With supporting locations across the nation, AdaptHealth is the vital link in the healthcare ecosystem that bridges the gap between patients, providers, and high-quality, compassionate care.

If you’re passionate about making a meaningful and lasting difference in the lives of patients, we invite you to explore a career with AdaptHealth.

The Adapt Difference

• Commitment to Our People – Support, Development, and Advancement Opportunities
• Competitive Compensation and Incentives
• Comprehensive Total Rewards & Benefits
• Industry-Leading Care & Innovation
• Responsible Environmental Stewardship

Position Summary

The Lead Operations Specialist is responsible for supporting the Operations Team through multiple tasks required for the successful support of each region’s individual needs. They serve as a subject matter expert, conduct new hire training and mentor to the team. As needed, may need to deliver and set up medical equipment.

Essential Functions and Job Responsibilities

• Supervise and guide team members in daily operations and complex case resolution; serve as the primary escalation point for difficult issues and regulatory compliance questions.
• Lead team meetings, conduct onboarding, and facilitate ongoing training and staff development for operations and client engagement teams.
• Monitor team performance metrics and productivity standards, providing feedback and coaching as needed.
• Develop and implement process improvements and workflow optimization strategies; participate in defining, documenting, and refining procedures based on industry and company best practices.
• Coordinate with management on staffing needs, scheduling, and resource allocation.
• Maintain advanced expertise in Medicare guidelines, payer policies, clinical documentation, and regulatory changes to guide team decisions and determine qualification/compliance status for equipment and services.
• Analyze data and reports to identify workflow errors, troubleshoot exceptions, and advise staff on corrections; collaborate with the Operations Team on solutions.
• Communicate with operations teams and leadership on process trends, insurance issues, and improvement opportunities; prepare performance and operational trend reports for management review.
• Maintain working knowledge of AdaptHealth's products, services, and end-to-end customer service, intake, operations, and revenue cycle workflows.
• Review, process, and verify documentation for accuracy, including insurance verification (eligibility, coverage, co-insurance, deductibles) and pre-authorization submissions to insurance carriers.
• Navigate multiple online EMR systems to obtain, enter, and review documentation, authorizations, and expiration dates.
• Meet quality assurance requirements and key performance metrics with strong attention to detail and organization.
• Actively listen to teams and leadership, handling stressful situations with compassion and empathy.
• As needed: perform patient assessments/re‑assessments, deliver medical equipment, and safely drive/maintain a company vehicle.
• Retain knowledge of and adhere to PPE, infection control, and hazardous materials handling procedures.
• Assume on‑call responsibilities during non‑business hours per company policy.
• Maintain patient confidentiality and compliance with HIPAA and AdaptHealth's Compliance Program.
• Complete assigned compliance training and other required education.
• Assist with various projects and tasks as needed.
• Perform other related duties as assigned

Competency, Skills and Abilities

• Excellent ability to communicate both verbally and in writing
• Ability to prioritize and manage multiple tasks
• Proficient computer skills and knowledge of Microsoft Office
• Solid ability to learn new technologies and possess the technical aptitude required to understand flow of data through systems as well as system interaction
• General knowledge of Medicare, Medicaid, and Commercial health plan methodologies and documentation requirements preferred.
• Work well independently and as part of a group
• Ability to adapt and be flexible in a rapidly changing environment, be patient, accountable, proactive, take initiative and work effectively on a team

Requirements

Education and Experience Requirements

• High school diploma or equivalent required; Associate’s degree in healthcare administration, Business Administration, or related field preferred
• Valid and unrestricted driver's license in the state of residence.
• Related experience in health care administrative, financial, or insurance customer services, claims, billing, call center or management regardless of industry.
• Exact job experience is health care organization, pharmacy that routinely bills insurance or provides Diabetics, Medical Supplies, HME, Pharmacy or healthcare (Medicare certified) services

Physical Demands and Work Environment

• Must be able to regularly lift and/or move up to 50 pounds, frequently lift and/or move up to 100 pounds, and occasionally lift and/or move up to 160 pounds.
• Must be able to stretch, bend, stoop and crouch and perform moderate to heavy physical labor while moving equipment and supplies.
• Subject to long periods of sitting and/or driving.
• Work environment may be stressful at times, as overall work activities and work levels fluctuate.
• May be exposed to unsanitary conditions in some home settings.
• May be exposed to hazardous materials, loud noise, extreme heat/cold, direct, or indirect contact with airborne, bloodborne, and/or other potentially infectious pathogen.
• May be exposed to high crime areas within the service community.
• Must be able to drive independently and travel as needed.
• May be exposed to angry or irate customers.
• Must be able to access the patient’s residence without assistance.
• Ability to effectively communicate both verbally and written with customers with the ability to demonstrate empathy, compassion, courtesy, and respect for privacy.

Total Rewards & Benefits Program

• Comprehensive medical, dental and vision coverage (eligible first of the month following hire)
• 401(k) with company match
• Paid Time Off Plans including 6 paid holidays
• Employee Stock Purchase Plan
• Paid Parental Bonding Leave
• Short and Long-term Disability Insurance
• Life and AD&D Insurance
• Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)
• CVS Minute Clinic and Teledoc access
• Spousal Advantage Reimbursement Plan
• Identity Theft Protection and Legal Plan

*Applicable waiting periods apply

Requirements Disclosure

• Company conducted Background Check is required for all roles
• Company conducted Motor Vehicle Record Check is required for driving roles
• Clinical roles require valid licensure/certification, where applicable

In accordance with Florida law, candidates applying for positions located in Florida are required to undergo background screening through the Florida Care Provider Background Screening Clearinghouse, as applicable. As required, we are providing all applicants with access to the Clearinghouse Education and Awareness website: https://info.flclearinghouse.com

In accordance with California law, candidates applying for positions located in California that require on-site presence at a Home Medical Device Retailer (HMDR) facility must obtain a California Department of Public Health (CDPH) Exemptee License. This license requires completion of state-approved training and a course completion certificate, as HMDR facilities are required to have an Exemptee physically present during all hours of operation in lieu of a pharmacist. Applicants must include proof of required training with their license application or disclose their intent to obtain. More information on the CDPH HMDR program and approved training options can be found here: https://www.cdph.ca.gov/Programs/CEH/DFDCS/Pages/FDBPrograms/HomeMedicalDeviceRetailProgram.aspx.

AdaptHealth is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment on the basis of an individual’s race, color, religion, creed, sex, national origin, age, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, or any other status protected by applicable law. This policy applies to all terms, conditions, and privileges of employment, including recruitment, hiring, placement, compensation, promotion, discipline, and termination.