Provider Operations Coordinator

Circadia; El Segundo (CA); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

100% company-paid medical, dental, and

Vision coverage

401(k)

Paid time off with holidays

Job summary

Circadia Health, a healthcare AI company, is seeking a Provider Ops Coordinator to manage end-to-end medical records requests. You will work with our Provider Operations and RCM teams to ensure timely, accurate documentation and audit readiness from our El Segundo headquarters.

Key responsibilities include logging requests, preparing packets, and reviewing submissions for accuracy. This role requires strong organizational skills, experience with EHR systems, and the ability to thrive in a

Qualifications

• Experience with medical records workflows and HIPAA compliance.
• Experience working with EHR systems.
• High attention to detail with cross-referencing dates and patient identifiers.
• Strong organizational and multi-tasking abilities.
• Excellent written and verbal communication skills.
• Ability to thrive in a startup environment.

Responsibilities

• Log and track all incoming medical records requests across payer portals, fax, mail, and email, maintaining accurate records of deadlines, reference numbers, and status.
• Prepare and consolidate required documentation into complete, organized packets for each request.
• Review packets for accuracy, including patient identity, dates, and completeness, prior to submission.
• Submit completed packets to the requesting payer or entity through the appropriate channel and confirm receipt when required.
• Identify and escalate at-risk deadlines proactively and coordinate with the RCM team as needed.
• Collaborate with Revenue Cycle Management and Physician Operations to source claims and provider documentation for audit responses.
• Maintain and update the request tracking log and ensure digital records support compliance and audit readiness.

Skills

Medical records workflows

HIPAA compliance

EHR systems

Attention to detail

Organizational skills

Communication skills

Startup adaptability

Job description

About Circadia Health

Circadia Health is a growth‑stage healthcare AI company on a mission to prevent avoidable hospitalizations and transform senior‑care operations. Our Circadia Intelligence Platform combines:

• Contactless sensing that monitors respiration and motion with medical‑grade accuracy
• Native predictive models that detect 85% of preventable adverse events several days in advance
• Enterprise integrations that operationalize predictions directly inside EHR, care‑coordination, billing, and compliance workflows

Today, our technology touches 40,000+ post‑acute patients daily across skilled‑nursing, home‑health, and home‑care networks. We are backed by leading healthcare and AI investors and headquartered in El Segundo, CA.

About the Role

As Circadia's Provider Ops Coordinator, you'll work directly with our Provider Operations team to manage the full lifecycle of incoming medical records requests, coordinating closely with the RCM team as needed. You'll be the person who logs, tracks, prepares, and reviews these requests to make sure the right documentation goes out accurately and on time. This role is based out of our headquarters in El Segundo, CA.

What You'll Do

• Log and track all incoming medical records requests across payer portals, fax, mail, and email, maintaining accurate records of deadlines, reference numbers, and status.
• Prepare and consolidate required documentation into complete, organized packets for each request.
• Review packets for accuracy, including patient identity, dates, and completeness, prior to submission.
• Submit completed packets to the requesting payer or entity through the appropriate channel and confirm receipt when required.
• Identify and escal
• Collaborate with the Revenue Cycle Management (RCM) team and Physician Operations to source claims, billing, and provider documentation needed for audit responses.
• Maintain and update the request tracking log, escalating at‑risk deadlines proactively.
• Maintain organized digital recordkeeping to support compliance and audit readiness.

How Success is Measured (KPIs)

• Submission packets are accurate and complete, with no cross‑patient or documentation errors, prior to submission.
• Zero missed payer deadlines across the active caseload.
• Documentation gaps or inconsistencies are identified and flagged internally prior to submission.
• The request tracking log remains current and accurate at all times.

Must‑Have Qualifications

• Minimum 2 years of experience in a high‑paced medical office setting, managing incoming medical records requests and compiling clinical documentation.
• Working knowledge of medical records workflows, HIPAA requirements, and release‑of‑information processes.
• Experience working with EHR systems.
• High attention to detail, with the ability to accurately cross‑reference dates, patient identifiers, and documentation across multiple sources.
• Strong organizational skills, with the ability to coordinate multiple requests and deadlines simultaneously without losing track of status or priority.
• Comfortable learning and adapting to new software tools and digital filing systems.
• Strong written and verbal communication skills.
• Ability to thrive in a dynamic, evolving startup environment.

Nice‑to‑Haves

• Experience with payer audits, ADRs, SIU requests, or Medicare Risk Adjustment/HCC documentation.
• Familiarity with remote patient monitoring (RPM/RTM) billing and CPT coding basics.
• Experience working in or with skilled nursing facilities (SNFs).
• Experience with esMD, Kiteworks, or other secure health information exchange portals.
• Proficient with PDF tools, spreadsheets, and document assembly software.

$50,000 - $70,000 a year

As a full‑time Provider Ops Coordinator, you will be employed by Circadia Health, Inc. The anticipated annual base salary range for this full‑time position is $50,000 - $70,000. The base range is determined by role and level, and placement within the range will depend on a number of job‑related factors, including but not limited to your skills, qualifications, experience, and location.

Annual salary is only one part of an employee's total compensation package at Circadia Health. We also offer:

• 100% company‑paid medical, dental, and vision coverage
• 401(k)
• Competitive time off with pay policies including vacation, sick days, and company holidays
• Impact: your work will influence care decisions for tens of thousands of seniors every day.
• Culture: hard‑working, mission‑driven, and collaborative — with weekly and monthly social events like yoga, beach bonfires, and Wednesday/Friday team lunches.

Circadia Health is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other status protected by law.