[Hiring] Clinic Operations Coordinator @Pearl

Role Description

This role is a hybrid of virtual front desk operations and care coordination within a fast-paced, early-stage healthtech environment. You will serve as the primary point of contact for patients while ensuring that all operational workflows—from scheduling to billing—run smoothly and efficiently.

• Take ownership of inbound communications, patient intake, and follow-ups.
• Manage critical care coordination tasks such as lab tracking, referrals, and insurance processes.
• Help document and standardize workflows, contributing to the systems that will support the company’s long-term scale.
• Thrive in ambiguity, take initiative without waiting for direction, and work closely with leadership in a high-growth startup environment.

Your Impact

• Build and maintain a reliable virtual front desk that ensures every patient interaction is handled promptly and professionally.
• Improve operational efficiency by tracking and closing all care-related loops, reducing missed follow-ups and delays.
• Contribute to revenue integrity by supporting accurate scheduling, billing coordination, and timely payment collection.
• Help define scalable operations by documenting SOPs and identifying workflow improvements.
• Play a key role in delivering a high-quality patient experience that drives satisfaction and retention.

Core Responsibilities

• Virtual Front Desk and Inbound Patient Communications – 35%
  • Answer and triage all inbound patient calls within operational hours.
  • Respond to patient inquiries via email and text with professionalism and empathy.
  • Gather relevant patient information to support provider preparation.
  • Convert inbound inquiries into scheduled appointments and ensure timely responses.
• Patient Scheduling and Intake Coordination – 25%
  • Manage appointment scheduling, rescheduling, confirmations, and cancellations.
  • Onboard patients into the EHR and ensure completion of intake requirements.
  • Verify insurance eligibility and confirm payment methods on file.
  • Collect copays and follow up on missing patient information prior to visits.
• Care Coordination and Open-Loop Management – 20%
  • Track and follow up on labs, referrals, pharmacy issues, and documentation.
  • Proactively contact patients to resolve outstanding care-related items.
  • Coordinate with billing teams on claims and discrepancies.
  • Follow up on unpaid balances and ensure timely resolution.
• SOP Development and Workflow Documentation – 15%
  • Create and maintain SOPs for core operational workflows.
  • Standardize communication templates and scripts.
  • Provide feedback to improve internal systems and processes.
  • Document workflows in real time to support scalability.
• Reporting and Operational Oversight – 5%
  • Compile monthly performance reports from the EHR.
  • Identify operational bottlenecks and recommend improvements.

Qualifications

• 2+ years of experience in a healthcare setting (clinic operations, front desk, or care coordination).
• Strong verbal and written English communication skills.
• Experience working with EHR systems (Athena, eClinicalWorks, Tebra, or similar).
• Proven ability to manage patient interactions, including scheduling and billing conversations.
• Proactive, detail-oriented, and highly organized work style.
• Strong follow-through and ability to independently close operational loops.

Requirements

• Direct experience with Athena/Athenahealth.
• Experience in early-stage or startup healthcare environments.
• Background supporting multiple providers or clinics simultaneously.
• Exposure to SOP creation and process improvement initiatives.
• Familiarity with patient acquisition or marketing workflows.

Benefits

• Competitive Salary: Based on experience and skills.
• Remote Work: Fully remote—work from anywhere.
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency.
• Team Incentives: Recognition for maintaining 100% CRM hygiene and on-time reporting.
• Generous PTO: In accordance with company policy.
• Health Coverage for PH-based talents: HMO coverage after 3 months for full-time employees.
• Direct Mentorship: Guidance from international industry experts.
• Learning & Development: Ongoing access to resources for professional growth.
• Global Networking: Connect with professionals worldwide.

Our Recruitment Process

• Application
• Screening
• Skills Assessment
• Top-grading Interview
• Client Interview
• Job Offer
• Client Onboarding

Ready to Join Us?

If this role aligns with your skills and goals, apply now to take the next step in your journey with Pearl.