Remote Documentation Specialist

At Meadow, we’re reimagining end-of-life care - a $23B industry untouched by modern software or service thinking. In under a year, we became the largest cremation provider in Los Angeles, with 80+ NPS and hundreds of families served monthly. Now we’re scaling across the U.S. and hiring globally.

We believe great people live everywhere. Our team works across continents and time zones, grounded by shared values: high standards, deep empathy, and a drive to do work that matters.

Learn more about our global teams here. If this sounds like your kind of team, reach out!

About the Role:

When a family loses someone, the last thing they should worry about is paperwork. As a Documentation Specialist, you'll take that weight off their shoulders - making sure every required document is accurate, complete, and filed on time, so families can focus on what matters.

You'll work directly with physicians and medical facilities to obtain accurate cause-of-death information, secure required signatures, and ensure all documentation meets state requirements. You'll be responsible for entering case information into our systems accurately, completely, and on time - following established data entry standards so that every record is reliable and filing-ready. You'll own key steps in the filing process, collaborate with other Filing Specialists and our operations team, and keep families informed throughout.

This role calls for persistence, precision, and genuine care. You'll often be navigating busy medical offices and sensitive family situations at the same time - and doing it with calm professionalism is what makes the difference.

What You’ll Do:

• Contact physicians and medical facilities - primarily by phone - to obtain accurate cause-of-death information and required signatures, with professionalism and persistence.

• Review, verify, and document medical information in accordance with state regulations, keeping precise records at every step.

• Enter and update case data in each state’s death certificate filing system promptly and accurately, following our data entry standards and standard operating procedures - correct fields, correct formats, no shortcuts.

• Complete data entry within defined turnaround times, so that case records are always current and the team is never working from stale or incomplete information.

• Manage multiple cases simultaneously - proactively identifying delays, coordinating with the Filing Specialist, and ensuring deadlines are met.

• Keep families updated with clear, empathetic communication - translating complex requirements into language that's easy to understand during a difficult time.

• Work across HubSpot, Aircall, Slack, and our internal case management system to stay organized and keep the team aligned.

Requirements & Qualifications:

• Bring at least 2 years of experience in office administration, healthcare administration, or another role involving follow-up and detailed documentation.

• Strong written and spoken English.

• Strong typing skills.

• Proven accuracy in data entry - able to follow defined procedures and formatting rules consistently, and to catch and correct errors before they cause downstream problems.

• Comfortable making consistent follow-up calls and navigating busy medical offices while maintaining a courteous, professional, and solution-oriented approach.

• Able to manage multiple cases at different stages, meet strict filing deadlines, and keep accurate records.

• Skilled at explaining requirements simply, listening with empathy, and documenting information precisely.

• Quick to learn and use modern tools like Slack, and Aircall to stay connected and organized.

Details:

• Remote, full-time

• Compensation: $4.50-$7.00/hr

• Tools: HubSpot (CRM), Aircall (phone), Slack, and our case management system

• Shift: Monday-Friday, US Business hours

Why You’ll Love Working With Us:

• We’re a real business, built to last. We’ve proven our model in LA and became the largest independent funeral home in California in less than two years. We’re now going national. And plan to grow for years to come.

• A serious employer for global teammates. We have years of experience running distributed teams. Same 1:1s, check-ins, and career paths as our U.S. team - same expectations, same opportunities.

• People stay. Regrettable turnover is very low. Don't take our word for it - read our Glassdoor reviews.

• Fair compensation with real upside. Base pay benchmarked globally. Top performers consistently earn the full bonuses.

• High care, high standards. Real investment in training and growth, honest feedback, no burnout culture.