Remote Documentation Specialist

About the Company

Meadow is building modern solutions for end-of-life care in a large, longstanding industry that has seen little innovation in software or service design. In less than a year, the company grew into the biggest cremation provider in Los Angeles, earned strong family satisfaction scores, and now supports hundreds of families each month while expanding across the United States and hiring internationally.

The team is distributed across countries and time zones, and works with a shared emphasis on high standards, empathy, and meaningful work.

About the Role

As a Documentation Specialist, you will help relieve families of the burden of paperwork during a difficult time. Your main focus will be to make sure every document is accurate, complete, and submitted within the required timeframe so cases can move forward without delays.

You will coordinate with physicians and medical offices to gather correct cause-of-death details, obtain signatures, and confirm that all paperwork satisfies state-level requirements. You will also enter case information carefully into internal systems, follow established data-entry rules, and support the filing workflow while keeping families informed with clear and compassionate communication.

This position requires patience, accuracy, persistence, and professionalism, especially when working through busy medical offices and sensitive family circumstances.

Key Responsibilities

• Reach out to physicians and medical facilities, mostly by phone, to collect accurate cause-of-death details and necessary signatures in a persistent and professional manner.
• Check, record, and maintain medical information according to state regulations, ensuring every step is documented carefully.
• Update case details in each state’s death certificate filing platform quickly and accurately, following internal procedures and formatting rules exactly.
• Finish data entry within set turnaround times so records stay current and the team always works with complete information.
• Handle several cases at once, spot delays early, coordinate with the Filing Specialist, and help make sure deadlines are achieved.
• Provide families with clear, empathetic updates and explain complicated requirements in simple terms during a stressful time.
• Use HubSpot, Aircall, Slack, and the company’s internal case management tools to stay organized and aligned with the broader team.

Requirements

• At least 2 years of experience in office administration, healthcare administration, or a similar role that involved follow-ups and detailed recordkeeping.
• Strong spoken and written English communication skills.
• Good typing speed and accuracy.
• Demonstrated precision in data entry, with the ability to follow formatting and process rules consistently and catch mistakes before they create issues.
• Comfort handling regular follow-up calls and navigating busy medical offices while staying polite, professional, and solution-focused.
• Ability to manage multiple cases at different stages, meet strict filing deadlines, and keep records accurate.
• Strong skill in simplifying requirements, listening with empathy, and documenting information carefully.
• Willingness and ability to learn tools such as Slack and Aircall quickly.

Work Details

This is a remote, full-time position. The shift runs Monday through Friday during U.S. business hours. Compensation is paid at an hourly rate of $5.00 to $8.40. The role uses HubSpot as the CRM, Aircall for calling, Slack for communication, and an internal case management system for workflow tracking.

Why You May Enjoy This Role

• Join an established, revenue-generating business that has already proven its model and is expanding nationally.
• Be part of a distributed team with structured support, regular check-ins, and real career paths.
• Work in a low-turnover environment where people tend to stay.
• Receive compensation with upside for strong performance, including the opportunity for top earners to reach the full bonus potential.
• Benefit from a work culture that emphasizes training, feedback, and sustainable pace rather than burnout.
• Enjoy paid time off, 10 paid holidays, paid training, and fully remote work.
• Contribute to work that has real meaning for families during one of life’s most important transitions.