Medical Office Administrator

Position Title: Medical Office Administrator

Position Summary

Eagle Medical is seeking a highly organized, detail-oriented, and experienced Medical Office Administrator with a strong background in Durable Medical Equipment (DME), incontinence supplies, power mobility equipment, DC Medicaid, prior authorizations, and medical billing and coding.

The ideal candidate will have hands-on experience managing the administrative and operational aspects of a DME company, including patient intake, insurance verification, physician documentation, authorization submissions, claims processing, and coordination of medical equipment and supplies.

We are looking for a motivated professional who can work independently, manage multiple priorities, communicate effectively with patients and healthcare providers, and ensure that orders are processed accurately and efficiently.

Previous experience with DC Medicaid and DME billing is strongly preferred.

Key Responsibilities

1. DME Order Processing & Patient Coordination

• Receive, review, and process physician orders for durable medical equipment and medical supplies.
• Verify patient demographics, insurance eligibility, and coverage.
• Ensure all physician orders and supporting documentation meet payer requirements.
• Communicate with patients, caregivers, physicians, and insurance representatives.
• Maintain accurate patient records and track orders from intake through fulfillment.
• Follow up on missing documentation to prevent processing delays.

2. Incontinence Supplies Management

• Process orders for adult briefs, pull-ups, underpads, liners, and other covered incontinence products.
• Verify insurance coverage, medical necessity, and quantity limitations.
• Coordinate with physician offices to obtain prescriptions and supporting documentation.
• Manage recurring supply orders and prescription renewals.
• Coordinate deliveries and resolve patient supply concerns.

3. Power Mobility & DME Coordination

• Manage administrative requirements for manual wheelchairs, power wheelchairs, mobility scooters, hospital beds, and other DME products.
• Coordinate required mobility evaluations and medical documentation.
• Work with physicians, therapists, and Assistive Technology Professionals (ATPs), as applicable.
• Prepare documentation for prior authorization submissions.
• Communicate with equipment vendors regarding orders, deliveries, repairs, and replacements.
• Track authorization approvals and equipment fulfillment.

4. DC Medicaid & Insurance Verification

• Demonstrate working knowledge of DC Medicaid policies, procedures, and DME coverage requirements.
• Verify patient eligibility through appropriate Medicaid and managed care systems.
• Understand the differences between Medicaid fee-for-service and managed care plans.
• Identify prior authorization and documentation requirements.
• Resolve insurance eligibility and coverage issues.
• Stay informed of changes to applicable Medicaid and payer guidelines.

5. Prior Authorizations

• Prepare, submit, and monitor prior authorization requests for DME and medical supplies.
• Review medical necessity documentation for completeness.
• Follow up with insurance companies regarding pending requests, approvals, and denials.
• Coordinate additional documentation requests with physician offices.
• Track authorization numbers, effective dates, expiration dates, and approved quantities.
• Assist with reconsiderations and appeals when necessary.

6. Medical Billing & Coding

• Demonstrate knowledge of HCPCS, ICD-10-CM, and applicable DME billing modifiers.
• Review claims for coding accuracy and completeness.
• Submit and track medical claims through applicable billing systems.
• Investigate rejected or denied claims and complete necessary corrections.
• Review payment postings, remittance advice, and outstanding claims.
• Assist with accounts receivable follow-up and reimbursement reconciliation.
• Ensure claims comply with applicable payer guidelines and billing requirements.

7. General Office Administration

• Monitor incoming calls, emails, faxes, and patient requests.
• Maintain organized electronic patient files and documentation.
• Coordinate communication between patients, providers, vendors, and management.
• Maintain tracking logs for orders, authorizations, deliveries, and billing.
• Identify workflow improvements to increase efficiency and reduce processing delays.
• Protect confidential patient information and maintain HIPAA compliance.

Required Qualifications

• Previous experience in a medical office, DME company, medical supply company, or related healthcare administrative environment.
• Working knowledge of DME products, incontinence supplies, and power mobility equipment.
• Experience with Medicaid eligibility verification and insurance authorization processes.
• Knowledge of medical billing, coding, and insurance claims.
• Familiarity with HCPCS and ICD-10-CM coding.
• Experience obtaining physician documentation and coordinating patient orders.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and manage competing deadlines.
• Proficiency with Microsoft Office, electronic records, and healthcare billing or payer portals.

Preferred Qualifications

• Direct experience with DC Medicaid and its managed care plans.
• Two or more years of DME administration or medical billing experience.
• Experience processing power mobility and complex rehabilitation equipment orders.
• Familiarity with ATP evaluations and power mobility documentation requirements.
• Experience with Medicaid prior authorization portals and electronic claim submissions.
• Knowledge of DME reimbursement, denial management, and accounts receivable.
• Certified Professional Biller (CPB), Certified Professional Coder (CPC), or comparable certification is a plus.

Ideal Candidate

The successful candidate will be proactive, dependable, resourceful, and comfortable taking ownership of the administrative process.

We are especially interested in someone who understands the importance of timely patient care, accurate documentation, insurance compliance, and reimbursement.

Our goal is to hire an experienced professional who can contribute immediately, require minimal training in DME operations, and help strengthen the efficiency and accuracy of our office.

How to Apply

Interested candidates should submit a resume highlighting their experience with:

• Durable Medical Equipment (DME)
• DC Medicaid and managed care
• Incontinence supplies and power mobility
• Prior authorizations
• Medical billing and coding

Eagle Medical is committed to providing quality service and supporting patients in obtaining medically necessary equipment and supplies.

Pay: $24.00 - $31.00 per hour

Expected hours: 35.0 per week

Work Location: In person

Salary : $24 - $31