What are the responsibilities and job description for the Patient Care Coordinator position at CLAVA Health?
Why This Role Matters
CLAVA Health practices deep-relationship medicine at the leading edge. We care for fewer patients, more completely, with one aim above all: protecting their brain health and longevity for life. Our members pay for a five-star, physician-quarterbacked relationship - and much of whether that relationship feels effortless comes down to how well their care is coordinated behind the scenes.
That's your role. As Patient Care Coordinator, you are the orchestrator who makes the complex machinery of concierge care feel invisible to the patient and effortless to the physician. When you do this well, patients feel deeply supported and never in the dark, and our physicians are freed to focus on medicine and the relationship. This is not a background admin job - it's central to the experience we sell.
Position-specific mission: guarantee that every part of every patient's care is coordinated, verified, and closed-loop, so patients feel effortlessly cared for and physicians are freed to practice medicine.
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What You'll Own
You own outcomes, not just tasks. You route work to the right hands (admin, nursing, referrals) then verify it was actually done, correctly and on time. Success looks like:
A PREMIUM, RESPONSIVE PATIENT EXPERIENCE
- Warm, clear communication across text, email, phone, and portal - every patient message or result gets a substantive reply or next step within one business day.
- Patients always know what's happening next; sensitive moments are handled with empathy and calm.
FLAWLESS COORDINATION AND CLOSED LOOPS
- Labs, refills, referrals, prior authorizations, results, and follow-ups are tracked to completion - nothing falls through the cracks.
- Physician calendars run smoothly and stay ahead of deadlines across all three CLAVA locations.
IMPECCABLE RECORDS
- Charts, med lists, problem lists, testing timelines, and care plans stay current and correctly tagged in the EMR; discrepancies are caught early and fixed quietly.
TRUSTED EXTERNAL RELATIONSHIPS AND BETTER SYSTEMS
- Smooth handoffs with labs, imaging, and specialists; and recurring friction turned into simple checklists and SOPs that make the practice better each quarter.
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What You Bring
MUST-HAVES
- 3–5 years in roles demanding exceptional service and operational precision (e.g. concierge, care coordination, high-touch hospitality, or clinical support).
- Excellent, warm written and verbal communication - polished and patient-facing.
- Extraordinary attention to detail and calm judgment under competing priorities.
- Comfort learning EMRs, lab portals, and workflow tools quickly; strong with everyday digital tools.
- High discretion with sensitive patient information (HIPAA-minded).
NICE-TO-HAVES
- Experience in functional, integrative, longevity, or concierge medicine, or other high-touch specialty care.
- Track record coordinating labs, imaging, referrals, and prior authorizations across fragmented systems.
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Who Thrives Here
Our team shares six values. You'll love this seat if these sound like you:
- Team based care. Support each other, outcome focused.
- Unreasonable hospitality. You treat service as a craft and anticipate needs before they're voiced.
- Resourcefulness. Proactive, outcome focused, problem solving.
- Direct communication. With patients, and the care team. Open to criticism.
- Know the whole person. You see patients as people, not tickets, and remember what matters to them.
- Improve the plan, don't just run it. You make the work better as you go.
The Details and How to Apply
This is a full-time, in-person role based at our Thousand Oaks office, coordinating care across all three CLAVA Health locations and reporting directly to Ryan Arnold, MD.
To apply: send your resume and a short cover letter to info@clavahealth.com. Tell us about a time you made something complicated feel effortless for someone. We can't wait to meet you.
Pay: $25.00 - $35.00 per hour
Benefits:
- Employee discount
- Paid sick time
- Paid time off
- Paid training
Work Location: In person
Salary : $25 - $35