Description

Position Overview:

The Custom Rehab / Power Mobility Administrative Supervisor is responsible for overseeing the administrative functions that support the evaluation, ordering, and fulfillment of complex rehab technology (CRT) and power mobility equipment. This role ensures efficient coordination across dispatch, quoting, purchasing, and order entry processes, while maintaining accuracy, compliance, and timely service delivery.

Key Responsibilities

Team Leadership & Oversight

• Supervise and support administrative staff responsible for dispatch, quoting, purchasing, and order processing
• Establish daily priorities and ensure timely completion of tasks across all functions
• Monitor team performance, provide coaching, and drive accountability
• Develop and implement standard operating procedures (SOPs) to improve workflow efficiency

Dispatch & Scheduling

• Oversee routing and dispatching of technicians, ATPs, and delivery staff
• Ensure optimal routing and resource utilization to meet service timelines
• Ensure patient contact prior to delivery to confirm ETA
• Resolve scheduling conflicts and escalate issues as needed

Quote Creation & Management

• Review and oversee the creation of accurate payer quotes based on clinical evaluations, vendor quotes, and payer requirements
• Ensure alignment with manufacturer specifications, pricing, and payer guidelines
• Partner with clinical and sales teams to ensure completeness and accuracy

Purchasing & Vendor Coordination

• Oversee ordering of equipment, parts, and accessories from manufacturers and vendors
• Ensure timely purchasing to support delivery timelines
• Monitor backorders, shipping delays, and vendor performance

Item & System Management

• Oversee creation and maintenance of item master data within internal systems
• Ensure accuracy of product descriptions, pricing, and coding (HCPCS where applicable)
• Maintain system integrity to support billing and compliance

Sales Order Management

• Ensure accurate entry and updating of sales orders, including adding appropriate items and configurations
• Validate that orders align with approved quotes and clinical documentation
• Partner with intake, billing, and compliance teams to ensure clean order flow

Quality & Compliance

• Ensure all processes align with payer requirements, documentation standards, and company policies
• Identify and resolve errors that could lead to denials or delays
• Support audit readiness and documentation accuracy

Process Improvement

• Identify operational gaps and implement improvements to increase efficiency and reduce errors
• Track key metrics (e.g., order turnaround time, quote accuracy, dispatch efficiency)
• Collaborate cross-functionally to enhance end-to-end workflow

Qualifications

Required:

• 3–5+ years of experience in DME, CRT, or healthcare operations
• Experience with power mobility or complex rehab equipment workflows
• Strong understanding of order processing, purchasing, and dispatch operations
• Supervisory or team lead experience

Preferred:

• Familiarity with payer requirements (Medicare/Medicaid/commercial) for CRT
• Experience with DME/EMR or ERP systems
• Knowledge of HCPCS coding and documentation requirements

Skills & Competencies

• Strong organizational and multitasking skills
• High attention to detail and accuracy
• Ability to manage and prioritize across multiple workflows
• Problem-solving mindset with a focus on operational efficiency
• Strong communication and cross-functional collaboration skills