Description

Position Title: Administrative Specialist

Location: Onsite

Job Status: Non-Exempt

Reports to: Biorepository Director

For over 30 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely.

Position Summary

Responsibilities include performing the day-to-day activities for Reprotech which provides long-term storage of reproductive tissues. These activities include receiving incoming calls and inquires, responding to emails, opening accounts, scheduling, as well as some billing and collection activities. It is expected that all Administrative Specialists work both independently and as an integral member of the office team and have a deep understanding of all pertinent Reprotech systems and procedures.

Detailed Duties & Responsibilities

Client Depositors: document prospective Client Depositor account status, enter inventory, record data, create invoices, and receive payments in Acumatica
Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy
Answer phone inquiries
Monitor accounts receivable and contact clients regarding past-due balancesas needed
Work with clinics to coordinate the shipment of Client Depositor specimens
Prepare shipping forms and documents
Create UPS Airbills, as needed
Document the disposition of accounts
Assist with transfer of ownership pertaining to embryo/tissue donation as needed
File maintenance/archiving of tank room documents
Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff
Receive, sort, and distribute mail, and process checks
Train new hires on essential job duties under the supervision of the Site Director and Assistant Site Director
Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue
Maintain the Customer Portal, Fax, Info, Billing and DocuSign Forms inboxes by responding to inquiries, distributing/processing documents, as assigned
DocuSign File organization/review/follow-up
File Reviews
Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc.
Third Party billing tasks as assigned
Stay current on all ReproTech policies and procedures, including ReproTech Office Manual, Employee Handbook, SOPs, and complete required trainings for regulatory compliance, such as OSHA and HIPAA.
Assist with Change Order revisions
Provide Documents, links, and brochures to appropriate clients and clinics
Assist in monthly invoicing tasks as needed
Inactive Accounts: file maintenance/disposition of documents
Contact clients for updated addresses/contact information as needed

SECONDARY DUTIES AND RESPONSIBILITIES:

Assist with special projects as assigned by supervisors or management
Order Office Supplies
Quarterly recording of marketing supplies and inventory
Perform duties as outlined and other duties as assigned

Reasonable accommodation may be made to qualified individuals with disabilities to perform the essential functions of the job.

Education/Experience

Experience in the reproductive medical field, health sciences, or laboratory and a working knowledge of reproductive terminology
Ability to perform on-call responsibilities as required
Ability to communicate with potential and current clients (clinics) and patients in a professional manner
Excellent telephone and written communication skills
Excellent organizational skills with a strong attention to detail required
Flexibility and a positive attitude are essential

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