Cardiac Sales Administrator, CVA

About the Company

ROMTech is a medical technology company that has created and patented a revolutionary medical device and telemedical platform delivering in-home rehabilitative care. Our disruptive technology yields faster recoveries and better outcomes with unmatched patient compliance. Starting in orthopedics, we are scaling our orthopedic business and leveraging our core technology to enter cardiology and other adjacent markets. We aim to become the global leader in the business, technology, and science of recovery, bringing life-changing help to millions.

At ROMTech, we are committed to improving patient outcomes through innovative rehabilitation technology while fostering a collaborative, accountable, and high-performing work environment. We value integrity, teamwork, continuous improvement, and a shared commitment to excellence in serving patients, providers, and partners.

About the Role

The Sales Administrator, CVAUSA supports the efficient administration and processing of referrals, orders, practice communications, and sales support activities for the CVAUSA account. This role serves as a key operational liaison between referring cardiology practices and internal teams, ensuring complete and accurate documentation, monitoring order progression, maintaining data integrity within CRM systems, and providing timely reporting and administrative support. The position contributes to operational efficiency, customer satisfaction, and revenue growth by helping ensure patient referrals move through the process accurately and without unnecessary delays.

Work Environment: In-office
Classification: W-2 Employee, Non-Exempt
Reports To: Cardiac Sales Director

Responsibilities

• Manage missing information requests for CVAUSA referrals by identifying incomplete orders and requesting, collecting, tracking, and documenting required information from referring practices through resolution.
• Coordinate requests from internal departments requiring additional referral, insurance, authorization, or other supporting documentation and obtain required information from referring physician offices.
• Monitor order flow from receipt through patient start of therapy and proactively facilitate progression through required workflow stages.
• Respond to inquiries from CVAUSA physician practices regarding order status, documentation requirements, process updates, and next steps in a professional and timely manner.
• Generate, distribute, and maintain patient status reports and practice-level reporting for CVAUSA physicians and office staff.
• Support onboarding of new CVAUSA practices, including account setup, contact management, workflow education, and coordination with internal stakeholders.
• Maintain, audit, and update CRM records to ensure practice, physician, referral, and order information remains accurate and current.
• Maintain spreadsheets, logs, and tracking tools to ensure documentation accuracy, completeness, and operational visibility.
• Assist with communications involving patients and referring physician offices as assigned and in accordance with company procedures.
• Provide administrative support for sales activities, including meeting coordination, document management, file organization, and reporting.
• Support the Sales, Account Operations, and Clinical Documents Administration teams through coordinated administrative and operational activities.
• Cross-train and assist with clinical document processing functions related to the CVAUSA account, including routing of Individualized Treatment Plans, medical clearances, and related document tracking activities.
• Follow established company policies, procedures, quality standards, privacy requirements, and documentation practices.
• Participate in department meetings, training programs, and process improvement initiatives.
• Assist with special projects and operational initiatives as needed.
• Maintain professional relationships with internal and external stakeholders.
• Perform other related duties as assigned to support operational and business needs.