Administrative Assistant, Case Management

About the company

The organization is a healthcare-focused employer based in Carrollton, Texas, working across case management, medical authorization, and medical records coordination. It supports healthcare facilities and managed care organizations by improving workflow efficiency, strengthening communication between providers and payers, and helping maintain accurate documentation that supports better patient outcomes.

About the role

This fully remote administrative assistant position supports the Regional Case Management team with authorization tracking, document preparation, and coordination between healthcare facilities, managed care organizations, and case managers. The role calls for a highly organized professional who can manage deadlines, maintain accuracy, and keep authorization processes moving in a busy healthcare setting. The work has a direct impact on patient care, facility operations, and compliance.

Key responsibilities

• Check whether authorizations are active and share status updates with facilities and case managers.
• Keep track of concurrent authorization deadlines and ensure supporting documents are submitted on time.
• Prepare full concurrent review packets for submission to managed care organizations, including authorization numbers, face sheets, insurance details, medical documentation, and therapy records.
• Send clinical packets and reports through fax or online portals and upload the confirmation pages into the EMR system.
• Monitor authorization reviews, including extension requests, and relay updates to the appropriate stakeholders.
• Support case managers and facilities with active authorizations, denials, and appeals.
• Follow up on authorizations that have become inactive when the patient is still admitted, while maintaining compliance and proper documentation.
• Keep records accurate, well-organized, and up to date for authorization workflows and reporting needs.
• Take on other assigned tasks that help the team operate smoothly and stay compliant.

Requirements

• High school diploma or an equivalent credential is required.
• At least 2 years of experience in a hospital or healthcare setting is preferred.
• Working knowledge of EMR systems is required.
• Comfort with Microsoft Excel, Office Suite, and Adobe PDF is needed.
• Strong organizational ability and the discipline to meet strict deadlines are important.
• The candidate should be able to perform well in a fast-moving environment.
• Clear written and spoken communication skills are expected.

Benefits

• Competitive pay with performance-linked bonuses.
• Medical, dental, and vision insurance coverage.
• Supplemental protection such as life, disability, and accident insurance.
• 401(k) retirement plan with company match.
• Paid time off plus sick leave.
• Opportunities to grow professionally and advance in the company.
• A supportive workplace culture centered on employee well-being.
• Additional employee perks that support work-life balance.

Equal opportunity

The employer maintains an inclusive hiring policy and considers all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or other protected characteristics.