DME Intake Specialist | Brightree, Insurance Verification

We are a DME (Durable Medical Equipment) pharmacy and medical supply company looking for a detail-oriented virtual assistant to own the intake data entry process for our patient referral pipeline. This is a long-term, ongoing role for the right person. This is NOT a clinical or insurance decision-making role. It is a structured, process-driven position with a clear checklist, a defined scope, and a supportive supervisor. If you are accurate, organized, and reliable — this role is straightforward to do well. --- WHAT YOU WILL DO You will handle steps 1 through 4 and step 6 of our intake process: 1. Receive referrals — monitor our fax and email inbox, download incoming patient referral documents, and file them to the correct patient folder (naming format provided) 2. Run the 10-field checklist — scan each document against our required fields checklist. If all 10 fields are present, proceed. If any field is missing, flag the case using our tagging system and post to our team channel (Microsoft Teams). You do not resolve the issue — you flag it and stop. 3. Enter data into our system — copy patient and order information from the document into our DME software (Brightree). You enter exactly what is written. No interpretation, no guessing. 4. Upload documents — upload all referral documents (prescription, CMN, insurance card, ID) to the patient folder in the correct location. Confirm each upload. 6. Log on daily sheet — record each referral processed on our daily tracking sheet: date, received, entered, any tags, notes. Step 5 Insurance eligibility verification Your job is accurate data entry and document handling. When something is unclear, you flag it — you do not guess. REQUIREMENTS — Prior experience with US healthcare or medical office data entry (DME, home health, pharmacy, or similar) — Familiarity with DME software — Brightree experience — Experience with Microsoft Teams and SharePoint or similar document management — Excellent English reading comprehension — you must read medical referral documents accurately — Extreme attention to detail — errors in this role directly impact patient care and insurance billing — Reliable internet connection and availability during US business hours (Eastern time ) — Ability to pass a skills assessment during the hiring process (short data entry test using a sample referral) DETAILS — Hours: 20 hours per week, ongoing — Schedule: Monday through Friday, flexible within US business hours — Rate: Please include your hourly rate in your proposal HOW TO APPLY To be considered, your proposal must include: 1. Your experience with US healthcare data entry — be specific about the type of work and the software you used 2. One example of a role where accuracy and following a checklist were critical — what did you do when you found an error or missing information? 3. Your availability in US Eastern or Central time 4. Your hourly rate Proposals without these four items will not be reviewed. We are a growing company building structured systems. If you are looking for consistent long-term work with a clear process and a team that communicates well, this is a good fit.