Clinical Documents Administrator

JOB DESCRIPTION

At ROMTech, we are transforming recovery through innovative technology, data-driven care, and exceptional service. We are committed to improving outcomes by delivering high-quality solutions that support patients, providers, investors, and business partners while fostering a culture of collaboration, accountability, and continuous improvement.

ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform which delivers in-home rehabilitative care. Our disruptive technology has proven to yield faster recoveries and better outcomes with unmatched patient compliance. We began in orthopedics and have entered scale-up of our orthopedic business. We are now leveraging our core technology, infrastructure, and first mover position to enter cardiology, followed by other adjacent markets. Having created this new lane, we have a unique opportunity to serve as the global leader in the business, technology, and science of recovery, and to bring life-changing help to many millions of people.

Position Title: Clinical Documents Administrator
Department: Sales
Reports To: Director of Cardiac Operations CVA
Location / Work Environment: Home Office Environment
Worker Classification: W-2 Employee
FLSA Status: Non-Exempt
Job Level: Standard

Job Purpose

The Cardiac Documents Admin 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. This 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. The Cardiac Documents Admin plays a key role in supporting organizational growth and operational excellence by ensuring timely, complete, and accurate management of critical business information.

Key Responsibilities

Essential Duties

• Assist in managing cardiac rehabilitation referrals, medical records, and treatment plan documentation for Medical Director review.
• Maintain spreadsheets, tracking tools, and documentation repositories to ensure completeness, accuracy, and timely follow-up.
• Generate, distribute, and maintain patient status reports for physicians, provider offices, and internal stakeholders.
• Support communication activities 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 execution of lead generation initiatives.
• Support Sales and Sales Operations teams with administrative coordination, reporting, and documentation management.
• Coordinate virtual and in-person meetings, including scheduling, preparation of materials, and 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 to support operational accuracy.
• Maintain confidentiality and safeguard sensitive business and healthcare-related information.

Other Functions

• 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 development and maintenance of tracking tools, reporting templates, and administrative procedures.
• Performs other related duties as assigned to support operational and business needs.

Qualifications

JOB QUALIFICATIONS

Skills and Abilities

Required

• 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.

Preferred

• 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.

Work Experience Requirements

Required

• Zero (0) to two (2) years of administrative, operational, coordination, or support experience.
• Experience utilizing Microsoft Office applications and business systems.

Preferred

• 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.

Education Requirements

Preferred

• 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.

License and Certification Requirements

Preferred

• Salesforce Associate Certification.
• Microsoft Office Specialist (MOS) Certification.
• Relevant administrative, CRM, or business operations certifications.

Physical Demands and Working Conditions

The following describes the physical demands and work environment characteristics required to perform the essential functions of this position. These requirements are representative of those an employee may encounter while performing the job and are not intended to be an exhaustive list. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

• Ability to sit at a computer terminal for an extended period.
• Moderate noise (i.e., phone calls, online meetings, computer audio).
• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, reach, stoop, kneel, and use hands and fingers to operate a computer, telephone, and keyboard.
• Specific vision abilities required by this job include close vision requirements due to computer work.
• Regular, predictable attendance is required.
• Must be able to communicate clearly and professionally in both verbal and written formats.
• Must be able to engage in active listening and express ideas effectively in person, by phone, and via virtual meetings.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reasonable accommodation requests must be made in writing by emailing people@romtech.com.