Administrative Specialist - Coconut Creek, United States - ReproTech LLC
Description
For over 30 years, ReproTech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals.Operating across the United States, ReproTech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.
ESSENTIAL DUTIES and RESPONSIBILITIES:
- Client Depositors: document prospective Client Depositor account status, enter inventory, record data, create invoices, and receive payments in Acumatica
- Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy
- Answer phone inquiries
- Monitor accounts receivable and contact clients regarding pastdue balances as needed
- Work with clinics to coordinate the shipment of Client Depositor specimens
- Prepare shipping forms and documents
- Create UPS Airbills, as needed
- Document the disposition of accounts
- Assist with transfer of ownership pertaining to embryo/tissue donation as needed
- File maintenance/archiving of tank room documents
- Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff
- Receive, sort, and distribute mail, and process checks
- Train new hires on essential job duties under the supervision of the Site Director and Assistant Site Director
- Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue
- Maintain the Customer Portal, Fax, Info, Billing and DocuSign Forms inboxes by responding to inquiries, distributing/processing documents, as assigned
- DocuSign File organization/review/followup
- File Reviews
- Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc.
- Third Party billing tasks as assigned
- Stay current on all ReproTech policies and procedures, including ReproTech Office Manual, Employee Handbook, SOPs, and complete required trainings for regulatory compliance, such as OSHA and HIPAA.
- Assist with Change Order revisions
- Provide Documents, links, and brochures to appropriate clients and clinics
- Assist in monthly invoicing tasks as needed
- Inactive Accounts: file maintenance/disposition of documents
- Contact clients for updated addresses/contact information as needed
SECONDARY DUTIES AND RESPONSIBILITIES:
- Assist with special projects as assigned by supervisors or management
- Order office supplies
- Quarterly recording of marketing supplies and inventory
- Perform duties as outlined and other duties as assigned
- Reasonable accommodation may be made to qualified individuals with disabilities to perform the essential functions of the job._
QUALIFICATIONS:
- Experience in the reproductive medical field, health sciences, or laboratory and a working knowledge of reproductive terminology
- Ability to perform oncall responsibilities as required
- Ability to communicate with potential and current clients (clinics) and patients in a professional manner
- Excellent telephone and written communication skills
- Excellent organizational skills with a strong attention to detail required
- Flexibility and a positive attitude are essential
Pay:
$20.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (required)
Experience:
- health field: 1 year (required)
- customer service: 1 year (required)
Ability to Relocate:
- Coconut Creek, FL 33073: Relocate before starting work (required)
Work Location:
In person