Applications Administrator (Medical Payment P

Job Title: Applications Administrator (Medical Payment Processor)

Reports to: Operations Manager

Supervises: N/A

Position Summary:

The Applications Administrator is responsible for managing the submission of client applications to credit card processors, such as Elavon and Payroc, to ensure seamless onboarding and processing setup. This role involves completing required documentation (e.g., VAR sheets), coordinating with sales reps and processors, and ensuring all systems are properly configured for payment processing.

Key Performance Areas & Key Performance Indicators:

Application Submission & Setup (25%):

• Submit client applications to credit card processers (Elavon, Payroc) for approval and setup
• Complete and prepare VAR (Value-Added Reseller) sheets for installations, ensuring all necessary details are accurately recorded.
• Data in subscription boards need to be thoroughly checked before clients are billed
• Coordinate with clients to gather required information and documents for submission.
• Importing data into the “Funded Sheet” and subscription board

Processor Coordination (20%):

• Work closely with processor representatives to ensure timely processing of applications
• Monitor application statuses and follow up as needed to ensure smooth onboarding and approval processes.
• Work with processors to ensure all apps are approved in a timely manner

Installation & Setup Support (15%):

• Communicate with internal teams to ensure proper installation and setup of payment terminals and systems
• Assist with preparing terminals for installation, including initial configuration and encryption as needed

Issue Resolution (15%):

• Resolve any issues or delays related to application submissions or processor communications

Record Keeping (10%):

• Maintain detailed records of all submitted applications, approval statuses, and installation progress
• Monitor application status with processors
• Ensure all mailboxes are properly monitored and organized properly

Compliance & Regulations (10%):

• Ensure compliance with all relevant regulations and standards during the application and setup process
• Work closely with reps as well to ensure valid data in apps

Other Duties (5%):

• Perform other duties as assigned

Minimum Qualifications:

Education:

• Highschool Diploma required
• Bachelor's Degree in Healthcare or Business Administration Preferred
• Prior experience in payment processing, merchant services, or a related field is highly desirable

Experience & Skills:

• Experience working with credit card processors, particularly Elavon and Payroc, preferred.
• Strong attention to detail and organizational skills to manage application documentation.
• Ability to work with clients to gather necessary information for processing applications.
• Familiarity with completing and submitting VAR sheets or similar forms.
• Excellent communication skills for coordinating between clients, processors, and internal teams.
• Basic knowledge of payment terminal setup, configuration, and encryption processes is a plus.
• Ability to manage multiple tasks and applications simultaneously while ensuring timely completion.

Competencies:

Customer Service Excellence – Demonstrates professionalism, patience, and empathy when addressing client inquiries implementing the Myriad Systems ELR strategy- Empathize, Localize, Strategize. Maintains a client-focused approach to deliver timely and accurate resolutions.

Communication Skills – Strong verbal communication to effectively manage phone interactions. Clear and concise written communication for email correspondence and ticket documentation.

Attention to Detail – Ensures accuracy in issuing and documenting service tickets. Identifies errors or inconsistencies in account records or service requests.

Problem-Solving Abilities– Quickly asses and resolves account issues within the Level Three ART Service Tier. Escalates Level Three Closure requests to the Account Resolution and Closure Specialist (ARC) appropriately while ensuring smooth handoffs.

Organizational Skills – Manages multiple tasks effectively, including monitoring emails, handling calls, interacting with third parties and maintaining metrics. Prioritizes workload to meet deadlines and service level agreements (SLA’s).

Technical Proficiency – Skilled in using CRM systems, ticketing software, and email platforms. Comfortable generating and analyzing reports using basic data tools (e.g. Excel)

Team Collaboration – Works collaboratively with team members to resolve issues and improve processes. Actively participate in team discussions, offering feedback and insights

Adaptability and Flexibility – Thrives in a fast-paced environment, responding promptly to changing priorities. Open to learning new systems, tools, and processes to enhance efficiency.

Accountability and Initiative – Takes ownership of tasks and follows through to completion. Proactively identifies opportunities for process improvement or efficiency

Compliance Awareness – Understands and adheres to company policies and regulatory guidelines. Maintains confidentiality and security of sensitive client information

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Strength- Employee must be able to stand and/ or sit for periods of time while waiting on customers. Employee may be required to walk, reach, lift, carry and bend. This job also requires the ability to lift and/or move up to 15 lbs. Occasionally, may need to lift more than 15 lbs.

Finger Dexterity- Employee will have to use fingers to make small movements, such as typing, picking up small objects, or pinching fingers together.

Talking- The ability to convey information accurately by speaking to customers and other employees

Hearing- Able to hear average or normal conversations and receive ordinary information.

Visual Abilities- Specific vision abilities used by this job are close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

*Employer reserves the right to change this job description at any time, should business needs arise.*