Job Description
Job Description
Job Summary
The Resupply Coordinator plays a vital role in ensuring the continuous and efficient delivery of medical supplies to patients while maintaining optimal inventory levels and compliance with healthcare regulations. This position combines elements of patient care coordination, inventory management, and logistics oversight. The Resupply Coordinator is responsible for managing recurring patient orders, verifying insurance eligibility, coordinating with suppliers, and ensuring timely and accurate fulfillment of monthly supply refills.
By maintaining organized processes, proactive communication, and adherence to company standards, this role supports both patient satisfaction and operational efficiency within Unified Care Services.
Key Responsibilities
1. Order & Supply Management
- Monitor inventory levels and initiate resupply orders to maintain optimal stock for patient needs.
- Process and manage recurring monthly refill orders for DME supplies.
- Verify insurance eligibility and authorization prior to processing shipments.
- Ensure all items are linked to the correct Patient Account Record (PAR) and Certificate of Medical Necessity (CMN).
- Review daily generated resupply orders for accuracy, completeness, and compliance.
- Notify patients, caregivers, and providers of any back orders, expired prescriptions, or documentation issues.
- Coordinate with suppliers and logistics teams to schedule and track deliveries.
2. Patient Communication & Service
- Contact patients monthly to confirm resupply needs, verify product usage, and document changes in condition or order requirements.
- Educate patients and caregivers on product use, shipment timelines, and documentation requirements.
- Provide high-quality, compassionate customer service in all interactions, ensuring HIPAA compliance.
- Address and resolve inquiries promptly or escalate to appropriate departments when necessary.
3. Collaboration & Documentation
- Work closely with case managers, physicians, the authorization team, and internal departments to ensure seamless order processing and patient care.
- Maintain accurate records of communications, orders, and patient updates in Brightree or designated systems.
- Collaborate with the billing and authorization departments to ensure documentation aligns with payer requirements.
- Request new authorizations and log CMNs when order adjustments occur.
- Update patient templates and records when order modifications or renewals are made.
4. Compliance & Reporting
- Adhere to Medicare, Medicaid, and private insurance guidelines for DME medical supply orders.
- Ensure all resupply and procurement activities comply with company policies and regulatory requirements.
- Maintain documentation accurately to support audits and billing compliance.
- Prepare reports on supply activity, order trends, and resupply performance for management review.
5. Process Improvement & Efficiency
- Identify and resolve supply chain disruptions or order delays promptly.
- Assist in refining resupply workflows to improve turnaround times and patient satisfaction.
- Support forecasting and inventory planning to prevent shortages or overstock situations.
Qualifications
Minimum Requirements:
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Minimum of 2 years’ experience in DME, healthcare administration, inventory management, or supply chain coordination.
- Proficiency with Brightree software or similar order/inventory management systems.
- Strong understanding of Medicare, Medicaid, and private insurance guidelines.
- Excellent verbal, written, and phone communication skills.
- Exceptional organization, attention to detail, and ability to multitask in a fast-paced environment.
- Ability to work independently with accuracy and professionalism.
- Commitment to confidentiality and HIPAA compliance.
Preferred:
- Experience with ERP systems such as SAP, Oracle, or other healthcare management software.
- Knowledge of supply chain best practices, procurement, and lean inventory techniques.
- Certification in Supply Chain or Healthcare Administration (e.g., CPIM, CSCP) is a plus.
- Bilingual communication skills are preferred.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Occasional lifting or handling of lightweight supply materials.
Monday thru Friday 9:00AM - 5:00 PM
Saturdays On-Call