Metabolic Food Product Sales Coordinator/Administrative Coordinator

  • Location: Portland, Oregon
  • Type: Contract
  • Job #68718

A healthcare client is looking for a Metabolic Food Product Sales Coordinator/Administrative Coordinator


Location: Portland, OR 97239
Position: Metabolic Food Product Sales Coordinator/Administrative Coordinator
Pay Rate: $25.86/hr
Duration: 24 Weeks
Expected Shift: Day 5×8-Hour (08:30 – 17:00)

Position Summary:

  • This position positively promotes the mission of CDRC and OHSU by providing administrative support and facilitating patient access services for the CDRC Metabolic Food Program. The position manages the food inventory, orders and stocks products, obtains insurance authorizations, dispenses and ships products to patients, and coordinates with Women’s and Children’s Services Finance Office to maximize insurance coverage for medical foods and metabolic formulas. Medical supervision is provided by registered dieticians, a family nurse practitioner, and metabolic physicians. The position provides high-quality customer service to both external (patients, parents, referring physicians, insurers) and internal customers (other healthcare providers and departments) that meets or exceeds the service standards of the health care industry, and handles complaints and problems promptly and courteously. Carries out job responsibilities in an ethical, effective and professional manner. Reports potential compliance problems using the reporting processes outlined in OHSU’s Code of Conduct. Participates in training programs and attends educational sessions for ongoing professional development as required by the University.



1. Medical Food Inventory

  • Processes patient orders for medical foods, which are received by phone, walk-in, and computer (Email).
  • Packages food products and prepares for UPS shipping; maintains on-line UPS shipping system as well as hard copy and historical records.
  • Maintains computerized medical food database and inventory.
  • Reconciles sales daily.
  • Performs inventory assessments on a monthly basis, reconciling medical food database with stock on hand.
  • Significant variances in inventory are flagged and reported to supervisor for review. Insures appropriate levels of stock are available and rotates stock.
  • Orders and receives all food products from vendors, which includes both database entry and stocking of items on shelves in the metabolic food room.
  • Creates multiple requisitions in Oracle for product orders.
  • Tracks and receives all product shipment in Oracle system.
  • Monitors all invoices for products received to ensure that all items in the metabolic food database have current, accurate pricing.
  • Enters and tracks product sales and refunds on medical food database.
  • Performs biannual inventory reconciliation with CDRC administration.
  • Processes WIC vouchers; coordinates WIC billing; maintains WIC reference file for medical beverages.
  • Communicates with Business Office on inventory, refunds and self-pay sales.
  • Performs full inventory counts monthly.
  • Audits case conversion file twice per year and during any product changes.
  • Updates min and max quantities in APEX quarterly.
  • Evaluates inventory for expired, damaged or discontinued goods continuously.
  • Tracks and sells inventory on a first-in-first-out FIFO basis.
  • Continues APEX training on an ongoing basis.


2. Authorization & Registration

  • Obtains registration and insurance information from patients and enters information into the food program operating software.
  • Ensures all patient-specific data in CDRC databases related to nutritional therapy, including specific diagnosis and ICD 10 code, are current and accurate.
  • Maintains current information on managed care, OHP, and commercial insurance plans relating to authorization and precertification requirements and on benefit coverage.
  • Obtains authorizations from managed care insurers, DMAP, OHPs, and commercial insurance plans for medical foods and metabolic formulas.
  • Serves as a liaison and patient advocate to insurers for questions regarding medical necessity for medical foods.
  • Meets with all new patients and families to discuss specific information regarding their insurance coverage of medical foods and metabolic formulas and the operation of the metabolic food program.
  • Provides counseling to any patient or family with concerns regarding their insurance coverage for medical foods and metabolic formulas.
  • Provides treatment information (with consultation from dietitians and other clinic providers) as requested by health plan reviewers and medical directors for clarification of medical necessity issues.
  • Enters information online for database maintenance; updates authorization renewals in a timely manner; communicates concerns regarding insurance to CDRC administrative staff.


3. Metabolic Program Support

  • Maintains database on “PHE for Three” sales and distribution. Maintains and disseminates educational supplies.
  • Telephone confirmation of outpatient clinic appointments.
  • Run monthly financials for supervisor mid-month.



  • 4 years of general office or secretarial experience; OR
  • An associate degree or certificate in office occupations or office technology and two

years of general office or secretarial experience; OR

  • A Bachelor’s degree and two years of general office or secretarial experience; OR
  • An equivalent combination of training and experience.


At a minimum, a 7-year background check, education verification, employment verification, and drug screen will be conducted upon hire. Your suitability for employment is contingent upon successfully passing these required pre-employment screenings.


About our Client:

A healthcare provider dedicated to improving the health and quality of life for all Oregonians through excellence, innovation, and leadership in healthcare, education, and research.


This particular client is requiring that all new hires show proof of vaccination. However, accommodations may be made for those with disabilities or religious reasons who cannot obtain a vaccine.


About APR:

Since 1980 APR Consulting, Inc. has provided professional recruiting and contingent workforce solutions to a diverse mix of clients, industries, and skill sets nationwide.


We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.


Don't miss out on this amazing opportunity! If you feel your experience is the match for this position please apply today and join our team. We look forward to working with you!


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