Remote Pharmacy Administration & Compliance Coordinator

Gilbert Pharmaceuticals; United States; Remote; USD 42,000 - 54,000; Full time

Job summary

Gilbert Pharmaceuticals is seeking an Administrative Coordinator to streamline day-to-day pharmacy operations remotely. You will serve as the main contact for patients, prescribers, clinics, and partners while supporting billing, order tracking, licensing, applications, and compliance across our Miami-area locations.

Responsibilities include managing invoicing and payments, documenting interactions, tracking orders end-to-end, and preparing weekly reports.

Qualifications

• 2+ years of experience in healthcare administration, medical or pharmacy billing, or client services.
• Strong organizational skills and attention to detail, especially with documents and deadlines.
• Clear, professional written and verbal communication skills.
• Comfortable using billing software, spreadsheets, and shared document systems.
• Open to using AI and automation tools to improve efficiency.
• Working knowledge of HIPAA, or willingness to complete HIPAA training before starting.
• Fluent written and spoken English.
• Available to work U.S. Eastern business hours, with a minimum schedule of 9:00 a.m. to 5:00 p.m. ET.
• Reliable high-speed internet and a private, quiet workspace suitable for handling patient information.

Responsibilities

• Billing & Accounts: Process invoices, payments, and statements; track accounts receivable; reconcile billing records; resolve billing questions.
• Customer Communication & Order Tracking: Serve as primary contact for patients and providers; track orders from receipt to delivery; provide status updates; monitor shipments and flag delays; coordinate replacements; follow up on incomplete prescriptions and prior authorizations; route clinical questions to the pharmacist; keep records accurate.
• Pharmacy Administration: Enter and update patient and prescriber profiles, shipping details, and payment information; manage shared order queues; coordinate with sites, GM, and PICs on priorities; maintain templates and scripts; identify automation opportunities; prepare weekly reports.
• Licensing, Applications & Compliance: Prepare and track state license applications and renewals; support DEA, NPI, wholesaler, payer enrollment; maintain calendars; keep compliance records organized; prepare required PDMP and partner reports; work with PICs and GM to close gaps before audits; protect patient information per HIPAA.
• Role Details: Reports to GM; Remote (international candidates welcome); Hours align with U.S. Eastern business hours; Full-time, independent contractor; Compensation to be confirmed.

Skills

Healthcare administration

Billing & invoicing

Communication

Organization

AI/automation adoption

Tools

Billing software

Spreadsheets

Shared document systems

AI tools

Job description

Gilbert Pharmaceuticals is seeking an Administrative Coordinator to streamline day-to-day pharmacy operations remotely. You will serve as the main contact for patients, prescribers, clinics, and partners while supporting billing, order tracking, licensing, applications, and compliance across our Miami-area locations.

Responsibilities include managing invoicing and payments, documenting interactions, tracking orders end-to-end, and preparing weekly reports.