Confirmation Manager

PromptCare is seeking a Confirmation Manager to oversee staff responsible for auditing and confirming sales orders generated within the Brightree Enterprise System. This role ensures the timely, accurate, and compliant confirmation of sales orders while providing training, guidance, and operational support to confirmation auditors and specialists. If you are a self-starter with a passion for accuracy and customer service, we encourage you to apply for this exciting opportunity.

Job Type: Full-time, 40 hours per week, Monday–Friday

Job Location: King of Prussia, PA (This is a hybrid role, at least 2 days per week)

• Bachelor’s degree preferred or comparable equivalent and related experience. 
• Excellent oral and written communication skills are required to communicate with colleagues, management, customers and insurance plan representatives. 
• Previous experience in DME is required. 
• 5+ years of prior experience in confirmations required. 
• Previous supervisory experience 
• Medical Reimbursement knowledge is preferred. 
• Appropriate computer skills for the position (Microsoft Office Suite) and areas of influence, Brightree experience is required. 
• Strong work ethics and the desire to lead by example, with attention to detail and quality, are required. 
• Ability to deal directly with staff on policy or performance related issues. 

Job Responsibilities, included but not limited to:

• Incorporate all departmental and administrative policies and procedures into daily operations to ensure compliance and consistent performance standards. 
• Supervise and oversee staff responsible for auditing and confirming sales orders within the Brightree Enterprise System, ensuring accuracy, timeliness, and regulatory compliance. 
• Provide training, coaching, and ongoing support to confirmation auditors and specialists to promote accountability, professional development, and high-quality outcomes. 
• Ensure proper follow-up on open orders and manage all aspects of the confirmation process, including productivity tracking, issue resolution, project oversight, and escalation management. 
• Monitor and enforce adherence to internal policies, external regulations, and payor requirements; interpret, evaluate, and communicate updates to guidelines and assess their operational impact. 
• Collaborate cross-functionally to improve processes, address operational challenges, and provide feedback regarding internal procedures and external requirements. 
• Deliver timely, constructive feedback to team members related to performance, compliance, attendance, and adherence to established standards. 
• Organize daily workflows, prioritize assignments, and guide staff to consistently meet departmental goals efficiently and on schedule. 
• Participate in strategic planning initiatives and identify process gaps or deficiencies, implementing improvements through team collaboration and continuous improvement efforts. 
• Maintain and communicate shared documentation to ensure staff understanding of policies, procedures, and insurance plan limitations. 
• Foster a positive, respectful, and collaborative work environment that encourages teamwork, engagement, and accountability. 
• Maintain strict confidentiality in all aspects of patient care, employee activities, and the office environment. 
• Perform administrative and operational duties as necessary to support departmental and organizational objectives. 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and listen. The employee frequently is required to stand and walk, lift, open filing cabinets and bend as necessary. This position requires the ability to occasionally lift office products and supplies of a minimum weight of 25 pounds but no more than35pounds. 

Benefits & Perks

• Comprehensive Medical, Dental, and Vision Package 
• 401(k) Plan with Company Match 
• Generous PTO: Vacation, Sick Time, Personal Days, and Paid Holidays 
• Life Insurance: Standard coverage with optional enhancements 
• Employee Assistance Program: Free counseling and coaching sessions 
• Emotional Well-being and Work-Life Balance Resources 
• Short & Long-Term Disability: Company-paid with optional supplements 
• Accidental Death and Dismemberment Insurance 
• FSA and HSA: Manage healthcare expenses 
• Commuter Spending Programs 
• Volunteer and Engagement Opportunities 
• Employee Referral Bonuses 
• Exclusive Discounts on entertainment, travel 

Equal Employment Opportunity

The PromptCare Companies is committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination on the basis of race, color, age, national origin, religion, gender, gender identity, sexual orientation, pregnancy, marital status, genetic disposition, disability, veteran's status or any other characteristic or classification protected by State/Federal/Local laws. We foster a work environment in which diversity and inclusion are embraced, people are hired and advanced on their merits, and employees are treated with mutual respect and dignity.