Admin Coordinator

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ADMIN COORDINATOR

Location: Remote – India
Employment Type: Full-Time
Compensation: ₹45,000–₹50,000 INR per month
Work Schedule: Monday–Friday | 40 hours per week | U.S. Eastern Time overlap
Weekends: Off

About Dragonfly Cares

Dragonfly Cares specializes in Applied Behavior Analysis (ABA) and Speech and Language therapy services, supporting children with autism and their families through evidence-based, compassionate therapy. Our mission is to empower individuals and create meaningful progress in their lives.

Job Summary

We are seeking a highly organized, detail-oriented, and proactive Admin Coordinator to support our day-to-day healthcare operations.

This role involves coordinating staff coverage, managing patient and insurance-related administrative processes, maintaining accurate records and trackers, supporting staff onboarding, and ensuring that essential operational workflows are completed accurately and on time.

The ideal candidate will have prior experience in healthcare administration, patient management, insurance coordination, staff coordination, or healthcare operations. The ability to multitask, follow structured processes, maintain accurate documentation, and communicate effectively with internal and external stakeholders is essential.

Key Responsibilities
Administrative & Patient Management Support

• Manage and update patient records, ensuring accuracy in patient information, authorizations, and service-related documentation.
• Assist with inputting and verifying data related to insurance approvals, denials, and pending authorizations.
• Generate and send confirmation of services for insurance-related and school-based service cases.
• Maintain communication logs and assist with correspondence between internal teams, providers, insurance-related stakeholders, and external parties.
• Organize and maintain a centralized repository of patient, insurance, authorization, and operational documentation.
• Support clinical and administrative teams with day-to-day administrative tasks.
• Follow up on outstanding documentation and administrative requirements to ensure timely completion.

Coverage Coordination

• Manage and coordinate daily staff call-outs in collaboration with the U.S. operations team.
• Contact providers and approved coverage staff to arrange replacement coverage.
• Coordinate coverage across active cases while considering staff availability and case requirements.
• Communicate final coverage confirmations to the appropriate internal team members.
• Send confirmation emails to staff assigned for coverage and maintain accurate documentation.
• Escalate unresolved coverage issues or situations that may impact service delivery.

Passage Health & Staff Onboarding

• Create Passage Health accounts for BTs, RBTs, and BCBAs.
• Send timely training emails and onboarding resources to staff.
• Ensure account setup information is complete and accurate.
• Share complete new case packets with BTs and other assigned staff, including required instructions.
• Follow up on incomplete onboarding requirements.
• Maintain accurate records of account creation, onboarding, and case packet completion.

Coverage & Administrative Tracking

• Maintain and regularly update the Coverage Tracker to monitor staff deployment across cases.
• Maintain the Packet Tracker to ensure packets and account setups are completed accurately and promptly.
• Keep trackers current as staffing, case assignments, and coverage requirements change.
• Identify missing or delayed information and follow up with the appropriate team members.
• Ensure trackers provide an accurate and up-to-date view of operational requirements.

Insurance & Authorization Coordination

• Assist with tracking insurance authorizations and approval status.
• Monitor pending, approved, denied, and expiring authorizations.
• Assist with collecting and verifying information required for insurance-related processes.
• Generate and send confirmation of services for applicable insurance-related cases.
• Follow up on outstanding insurance documentation, approvals, and requests.
• Maintain accurate records of authorization and insurance-related activity.
• Escalate discrepancies, missing information, delays, or recurring issues to the appropriate team member.

Payroll Communication

• Communicate with staff during each payroll cycle to confirm hours worked.
• Follow up on discrepancies or missing information related to reported hours.
• Coordinate with the finance team to support timely and accurate payroll submissions.
• Maintain appropriate documentation of payroll-related communications.
• Escalate unresolved payroll-related discrepancies when required.

BT (Behaviour Technician) 40-Hour Training Tracker

• Track completion of required BT 40-hour training.
• Monitor training progress and outstanding requirements.
• Follow up with staff regarding pending training completion.
• Collect and organize training certificates and required documentation.
• Maintain accurate training and certification trackers.
• Ensure documentation is collected and maintained according to internal guidelines.
• Escalate overdue or incomplete requirements when necessary.

Communication & Process Improvement

• Work closely with clinical teams, billing specialists, finance, and leadership to streamline administrative workflows.
• Communicate professionally and promptly with providers, therapists, staff, clinical teams, and other stakeholders.
• Maintain clear and accurate email and communication records.
• Identify and escalate recurring issues in patient, insurance, coverage, or administrative data management.
• Propose practical solutions to improve workflow efficiency and reduce errors.
• Support training and onboarding for new administrative staff on relevant systems and processes.
• Assist with maintaining SOPs, trackers, checklists, and process documentation.
• Support internal teams with other administrative or operational tasks as needed to maintain workflow efficiency.

Qualifications

• Prior experience in an administrative, healthcare, insurance, patient coordination, staff coordination, or healthcare operations role.
• Experience with patient management software, healthcare administrative systems, or similar platforms is preferred.
• Strong proficiency in data entry, document organization, spreadsheets, trackers, and task management.
• Excellent written and verbal communication skills, with the ability to follow up effectively on outstanding tasks.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities calmly and efficiently.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Comfortable working with confidential patient and healthcare information.
• Ability to work with U.S.-based teams and maintain overlap with U.S. Eastern Time.

Preferred Skills

• Prior experience in ABA/Speech therapy or a similar healthcare setting.
• Experience with insurance billing, claims processing, insurance verification, or authorization management.
• Experience coordinating with insurance providers, medical offices, or therapy service providers.
• Experience with patient intake, patient records, or healthcare documentation.
• Familiarity with EHR/EMR or practice management systems.
• Experience with staff scheduling, coverage coordination, or workforce management.
• Comfortable using spreadsheets, project management tools, CRM systems, and administrative trackers.
• Familiarity with Passage Health or similar healthcare platforms.
• Ability to identify process inefficiencies and suggest improvements to optimize workflows.
• Ability to learn new systems and processes quickly.

Compensation and Work Hours

• ₹45,000–₹50,000 INR per month, based on relevant experience and previous CTC.
• 8 hours per day / 40 hours per week.
• Monday–Friday.
• Work schedule will include an overlap with U.S. Eastern Time.
• Weekends off.
• Remote position based in India.

What We Offer

• Competitive compensation.
• Performance-based annual bonus.
• 11 Indian public holidays.
• 10 Paid Time Off days annually.
• Remote work flexibility.
• Opportunity to work with U.S.-based teams.
• Opportunity to contribute to a growing healthcare organization supporting children and families.

Pay: ₹45,000.00 - ₹50,000.00 per month

Benefits:

• Flexible schedule
• Paid time off

Education:

• Bachelor's (Preferred)

Work Location: Remote