Clinical Documents Administrator

Rom Technologies • Clearwater, FL

23h • Remote

About The Position

The Clinical Documents Administrator supports the Sales and Cardiac Operations teams by coordinating referral documentation, maintaining accurate records, supporting physician communication workflows, and ensuring data integrity across operational systems. The role contributes to efficient referral processing, reporting accuracy, and operational effectiveness through administration of patient-related documentation, CRM maintenance, record tracking, and cross-functional coordination. It helps support organizational growth and operational excellence by ensuring timely, complete, and accurate management of critical business information.

The position is in the Sales department, works in a home office environment, and reports to the Director of Cardiac Operations CVA. It is a W-2 employee position classified as non-exempt. The role requires strong administrative coordination, attention to detail, communication, confidentiality, and the ability to work independently while collaborating with cross-functional teams.

Requirements

• Zero to two years of administrative, operational, coordination, or support experience.
• Experience utilizing Microsoft Office applications and business systems.
• Strong attention to detail and organizational skills.
• Effective interpersonal, verbal, and written communication skills.
• Proficiency with Microsoft Excel, Word, Outlook, and other business software applications.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong time-management and administrative coordination skills.
• Basic problem-solving and critical-thinking abilities.
• Ability to quickly learn and navigate new software systems and databases.
• Ability to maintain confidentiality of sensitive information.
• Ability to work independently while collaborating effectively with cross-functional teams.

Nice To Haves

• Experience with CRM systems such as Salesforce or similar platforms.
• Familiarity with healthcare, medical device, or clinical operations environments.
• Experience with reporting, data tracking, and process documentation.
• Experience supporting sales, customer success, or operational teams.
• Experience supporting sales teams, healthcare operations, or administrative functions.
• Experience maintaining records, reports, databases, or CRM systems.
• Experience working in regulated, healthcare, or medical device environments.
• Associate's degree in Business Administration, Healthcare Administration, Communications, or a related field.
• Bachelor's degree in Business Administration, Healthcare Administration, or a related field.
• Salesforce Associate Certification.
• Microsoft Office Specialist (MOS) Certification.
• Relevant administrative, CRM, or business operations certifications.

Responsibilities

• Assist in managing cardiac rehabilitation referrals, medical records, and treatment plan documentation for Medical Director review.
• Maintain spreadsheets, tracking tools, and documentation repositories, ensuring completeness, accuracy, and timely follow-up.
• Generate, distribute, and maintain patient status reports for physicians, provider offices, and internal stakeholders.
• Support communication with patients and healthcare provider offices regarding documentation and administrative requirements.
• Maintain and audit CRM systems to ensure records are accurate, complete, and current.
• Assist with lead outreach activities and lead generation initiatives.
• Support Sales and Sales Operations teams with administrative coordination, reporting, and documentation management.
• Coordinate virtual and in-person meetings, including scheduling, preparing materials, and providing logistical support.
• Maintain organized records, files, and confidential documentation in accordance with company policies.
• Review documentation for completeness and escalate missing, inaccurate, or incomplete information when necessary.
• Assist with data entry, record verification, and quality assurance activities.
• Maintain confidentiality and safeguard sensitive business and healthcare-related information.
• Assist with marketing-related administrative initiatives and projects.
• Support special projects and departmental initiatives across Sales Operations and Cardiac Operations.
• Participate in team meetings, training activities, and process improvement efforts.
• Assist with developing and maintaining tracking tools, reporting templates, and administrative procedures.
• Perform other related duties as assigned to support operational and business needs.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed