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Order Intake Team Lead

1 month ago

Minneapolis, United States Tactile Medical Full time

Overview:

The Order Intake Team Lead is responsible for support to the sales team including processing of faxes, data entry and maintenance of files in FileMaker program. This position is also responsible for coordinating and maintaining day to day planning, operation and problem solving necessary to maintain departmental service levels.

Responsibilities:
  • Oversee the daily workflow of the team. Provide work direction to and partner with team members to support our patients
  • Act as the primary point of contact for Order Intake Coordinators
  • Coordinate and resolve escalated issues using resources and internal departments
  • Review orders to ensure compliance with federal regulations and specific insurance requirements
  • Input errors into Learning Log and suggest training and development to supervisor
  • Coordinate order intake activities and provide internal administrative support to Field Reps Work in conjunction with management to write, update and train new procedures ensuring all OICs understand procedures
  • Coordinate/lead process improvement efforts
  • Update and maintain One Note including documenting all work Instructions
  • Provide employee successes, feedback and concerns to management for coaching
  • Listen to team members feedback and resolve any issues or conflicts. Escalate to management as appropriate
  • Act as back up to management
  • Partner with management to coordinate training and mentoring new hires
  • Suggest and organize team building activities
  • Act as subject matter expert in cross-functional meetings/projects
  • Ensure department service levels are met or exceeded, including turnaround time
  • Be a team player. Assist with supporting team members when they are out of the office or through heavy volumes
  • Be a champion for continuous process improvement. Ask questions and continually look for ways to make processes better, faster or more efficient
  • Facilitate and/or contribute to monthly 1:1, small and large group team meetings
  • Maintain compliance with all regulatory requirements including HIPAA
  • Database support and administration
  • Participant in interview panel for new OI Coordinators
  • Train new hires, schedule test outs and monitor for additional training needs
  • Test system changes for accuracy and report findings
  • Other duties as assigned


Qualifications:

Education & Experience

Required:

  • Previous experience as a successful Order Intake Coordinator
  • 2+ years of data entry experience

Preferred:

Knowledge & Skills

  • Strong proficiency with FileMaker, Microsoft Word, Excel, Outlook, Teams and OneNote
  • Strong knowledge of Tactile Medical processes and systems
  • Ability to foster an inspiring team environment with an open communication culture
  • Exceptional customer service, support and inside sales skills
  • Strong sense of urgency and superior time management skills
  • Demonstrated organizational, teamwork and interpersonal skills
  • Excellent cooperative and collaborative skills to effectively work within a team environment
  • Professional demeanor with the ability to effectively communicate with and bring together individuals from all levels and backgrounds
  • Proven ability to multi-task, prioritize and meet deadlines
  • Critical thinker and collaborative problem solver
  • Proven ability to multi-task and help guide the team to meet required deadlines
  • Operate as a strong team player with a high degree of flexibility
  • Solid ability to proactively identify issues, problem solve, propose solutions and resolve them quickly


Below is the starting salary range for this position, although offers may differ based on the candidate's location, job-specific knowledge, skills and experience.:
$25.24 - $35.34 / HR

Additional benefits::
non-exempt - Our total compensation package includes medical, dental and vision benefits, retirement benefits, employee stock purchase plan, paid time off, parental leave, family medical leave, volunteer time off and additional leave programs, life insurance, disability coverage, and other life and work wellness benefits and discounts. Benefits may be subject to generally applicable eligibility, waiting period, contributions, and other requirements and conditions.