Medical Coordinator

Medical Services Coordinator- 100% Remote

Location: MST Time Zone

Duration: Contract till Aug 2027 with possibility to extend

Work Schedule:

Monday-Friday, 10:00am-7:00pm EST/8:00am-5:00pm MST (includes 1 hour lunch break)

JOB PURPOSE

Actual Job Title: Medical Services Coordinator

Remote Position

Prefer Mountain Time Zone

Role Overview

Responsibilities of the Medical Services Coordinator role include execution of day-to-day support functions for Anatomic Pathology, Cytopathology (Imagyst and ZRL), and the Specialty Consultation Service (ZCCS) under the Medical Services Senior Manager and supporting veterinary customers.

Coordinators are cross-trained to support all services and may be primarily assigned to one service while providing coverage across others.

Core Responsibilities

Specialty Consultation Service (ZCCS)

Monitor the ZCS queue; validate incoming consultation requests

Manage the ZCS inbox and respond to customer requests in a timely manner

Resolve cases in Service Cloud

Provide first-line troubleshooting for platform and customer issues; route feedback and escalations to Product/Development/Tech Support

Maintain consultant communications (Teams) and assist with support inquiries

Support consultant coverage planning with the Senior Manager

Support UAT/beta testing and provide platform feedback

Clinical Pathology (ZRL/Imagyst)

Assist Cytopathology Managers with pathologist scheduling and case distribution (digital and glass)

Support onboarding for Clinical Pathologists (including contractors)

Maintain timely communications with pathologists (email, Teams, Slack)

Monitor the ZVL inbox and Salesforce cytology queue; respond to inquiries and liaise with Customer Service and technical support team to connect customers to pathologists and address cytopathology questions

Coordinate glass slide/UPS shipping for Imagyst

Partner with pathologist and technician SMEs to streamline workflows; support equipment standardization (e.g., cytology stainers) and SOP drafting/updates

Assist with development and validation of ZRL digital cytology

Anatomic Pathology (ZRL)

Create and maintain pathologist schedules (e.g., PTO limits distribution; schedule modifications)

Track missing MediaLab signoffs

Provide consultants with monthly case counts

Log client communications in Salesforce; Distribute client consultation requests in Salesforce to pathologists

Record histology daily numbers; prepare monthly summaries/graphs

Drive timely construction and distribution of team newsletters

Partner with pathologist and technician SMEs to streamline workflows

Financial and Administrative Support

Onboard contractors/vendors and maintain training-compliance records

Manage ongoing relationships with contract pathologists and consultants

Process invoices and track status in SAP through payment posting

Maintain annual contracts and supporting documentation, including NDAs and compliance training

Liaise with members of the global diagnostics customer support, technical support, product management, and IT/Connectivity teams

Perform additional duties as delegated by the Senior Manager

Qualifications

Certified veterinary technician or nurse strongly preferred

2–4 years in clinical operations or medical/lab support preferred

Familiarity with medical service workflows and medical terminology

Experience with SAP invoicing/PO tracking a plus

Proficient with MS Office; ability to learn new tools and methods

Exceptional attention to detail, particularly when reviewing and validating case and account information.

Clear and professional communication skills, both written and verbal.

Highly organized, with the ability to manage tasks independently and prioritize effectively in a fast-paced environment.