The Healthcare Operations Coordinator is responsible for transferring referral, case, and review data between internal systems and client portals to support daily operational workflows. This role ensures timely, accurate, and compliant handling of case information, documentation uploads, status updates, and portal management activities across multiple client accounts. The position plays a critical role in maintaining operational efficiency, meeting turnaround time requirements, and ensuring data integrity.
Requirements
The Healthcare Operations Coordinator is responsible for transferring referral, case, and review data between internal systems and client portals to support daily operational workflows. This role ensures timely, accurate, and compliant handling of case information, documentation uploads, status updates, and portal management activities across multiple client accounts. The position plays a critical role in maintaining operational efficiency, meeting turnaround time requirements, and ensuring data integrity.
Key Responsibilities
· Upload and download referral documentation, medical records, reports, and supporting materials through client portals and internal systems
· Transfer case information accurately between platforms while maintaining data integrity
· Monitor client portals for new assignments, updates, requests, and status changes
· Verify completeness and accuracy of referral information before processing
· Track and document case movement throughout the workflow lifecycle
· Escalate urgent issues, missing documentation, or portal access concerns to leadership as appropriate
· Perform high-volume data entry with strong attention to detail and accuracy
· Maintain organized electronic records and audit trails
· Update internal tracking systems with current case statuses and required documentation
· Ensure all portal submissions meet client-specific formatting and submission requirements
· Conduct quality checks to identify discrepancies or incomplete information prior to submission
· Support Operations Managers and team leadership with administrative workflow tasks
· Assist with reconciliation activities and operational reporting as assigned
· Help monitor turnaround times and identify potential workflow delays
· Communicate professionally with internal teams regarding case status, portal issues, and workflow needs
· Follow all internal SOPs, compliance standards, and client-specific processes
· Maintain confidentiality and securely handle sensitive and protected information
· Adhere to HIPAA and company privacy/security requirements
· Ensure work products meet internal quality standards and productivity expectations
· Accuracy of data transfer and portal submissions
· Adherence to turnaround time (TAT) requirements
· Productivity and volume expectations
· Quality audit outcomes and error rates
· High school diploma or equivalent required
· Previous administrative, operations, data entry, or healthcare support experience preferred
· Strong attention to detail and organizational skills
· Ability to manage repetitive tasks with consistency and accuracy
· Strong written and verbal communication skills
· Ability to work independently in a remote environment
· Strong time management and prioritization abilities
· Experience working with client portals, EMRs, claims systems, or web-based workflow platforms
· Healthcare, insurance, or medical records experience preferred
· Familiarity with HIPAA and handling confidential information
· Experience in high-volume, deadline-driven operational environments
· Proficiency with Google Workspace and Microsoft Office applications
· Comfortable navigating multiple web-based systems simultaneously
· Strong typing and data entry skills
· Ability to learn client-specific portals and workflow systems quickly
· Remote work from home
· Hourly, non-exempt position
· Occasional overtime may be required based on operational needs
Benefits
Join our team at Dane Street and enjoy a comprehensive benefits package designed to support your well-being and peace of mind. We offer a range of benefits including medical, dental, and vision coverage for you and your family. Additionally, we offer voluntary life insurance options for you, your spouse, and your children. We also offer other voluntary benefits which include hospital indemnity, critical illness, accident indemnity, and pet insurance plans. Employees receive basic life insurance, short-term disability, and long-term disability coverage at no cost. Our generous paid time off policy ensures you have time to relax and recharge, while our 401k plan with a company match helps you plan for your future. Apple equipment and a media stipend are provided for remote workspace.
ABOUT DANE STREET:
A fast-paced, Inc. 500 Company with a high-performance culture, is seeking insightful forward-thinking professionals. We process over 200,000 insurance claims annually for leading national and regional Workers’ Compensation, Disability, Auto, and Group Health Carriers, Third-Party Administrators, Managed Care Organizations, Employers, and Pharmacy Benefit Managers. We provide customized Independent Medical Exams and Peer Review programs that assist our clients in reaching the appropriate medical determination as part of the claims management process.
Own pricing and costing systems, import logistics, inventory and 3PL operations, supplier coordination, and trade accounts, building scalable workflows that support profitability and customer service.
Manage external partnerships supporting vulnerable customers, using data, specialist expertise and lived experience to improve customer journeys, products and services while ensuring strong governance and community engagement.
Own resourcing across Professional and Managed Services, balancing demand, capacity and commercial priorities while resolving booking conflicts and helping teams make informed delivery decisions.
Own cross-functional operations across people and tooling, compliance, product launches, and team priorities, improving how the company and its partners operate while keeping standards high.
Manage commercial property operations across leasing, maintenance, vacancy updates, tenant requests, events, and documentation, coordinating follow-ups and resolving issues independently across multiple active workflows.
