Patient Operations Coordinator (Remote Telehealth)

PATIENT OPERATIONS COORDINATOR

Remote | 1099 Contractor | $30/hr

Coastal Primary Care & Wellness is a rapidly growing telehealth primary care and wellness clinic focused on primary care, hormone optimization, weight loss, preventative medicine, and patient-centered care.

We are seeking a Patient Operations Coordinator to become the primary operational point of contact for our patients.

This role owns the patient journey before and after provider visits. The right candidate will ensure patients are prepared for appointments, treatment plans are activated quickly, memberships are established correctly, medications and labs are ordered promptly, and no patient falls through the cracks.

POSITION OVERVIEW

The Patient Operations Coordinator serves as the operational bridge between patients and providers.

You will ensure patients are prepared before appointments and that treatment plans are activated efficiently after appointments through invoicing, payment collection, consent management, medication ordering, laboratory coordination, and follow-up scheduling.

RESPONSIBILITIES

Patient Readiness

• Review provider schedules daily

• Verify questionnaires are completed before appointments

• Verify IDs and required documents are uploaded

• Confirm patient portal access

• Contact patients regarding missing information

• Ensure providers begin appointments with complete charts

Patient Intake & Scheduling

• Schedule appointments

• Create patient charts

• Create patient portal accounts

• Assign questionnaires

• Assist patients with portal and technology issues

• Schedule lab reviews and follow-up visits

Treatment Plan Activation

• Review provider recommendations following appointments

• Create patient invoices

• Calculate prorated membership fees

• Add medications, labs, supplies, shipping, and enrollment fees

• Contact patients to review recommendations and pricing

• Process payments

• Save payment methods when appropriate

• Establish recurring membership billing profiles

• Activate memberships

Consent Management

• Send required consent forms through the patient portal

• Verify completion before treatment activation

Medication & Laboratory Coordination

• Coordinate provider-approved medication orders

• Coordinate provider-approved laboratory orders

• Upload confirmations into the EHR

• Track pending orders

• Escalate issues requiring provider review

Follow-Up Coordination

• Schedule provider follow-ups

• Schedule lab reviews

• Ensure continuity of care

Patient Recovery & Retention

• Identify overdue follow-ups

• Identify patients with completed labs but no review

• Identify inactive treatment plans

• Identify unpaid invoices

• Re-engage patients who have fallen out of care

Provider Support

• Monitor workflow queues

• Organize operational tasks

• Reduce administrative burden on providers

• Ensure patients move efficiently through treatment

IDEAL EXPERIENCE

• Telehealth operations

• Care coordination

• Medical office operations

• Concierge medicine

• Direct primary care

• Functional medicine

• Healthcare administration

• Practice management

IDEAL CANDIDATE

• Highly organized

• Detail oriented

• Comfortable learning new software

• Comfortable discussing invoices and payments with patients

• Comfortable working independently

• Responsive and dependable

• Able to manage multiple workflows simultaneously

• Takes ownership and follows tasks through to completion

SUCCESS IN THIS ROLE LOOKS LIKE

• Providers open complete charts

• Patients receive timely communication

• Treatment plans are activated quickly

• Memberships are established accurately

• Consents are completed promptly

• Medications and labs are ordered without delay

• Follow-ups are scheduled appropriately

• Patients do not fall through the cracks

SCHEDULE

Primary Schedule:

Monday, Wednesday, Friday

9:00 AM – 5:00 PM Eastern Time

As the clinic grows, additional Tuesday and Thursday hours may become available.

COMPENSATION

• $30.00 per hour

• 1099 Independent Contractor

• Opportunity for expanded responsibilities and additional hours as the clinic continues to grow

HIRING PROCESS

Qualified candidates will participate in an interview and receive a detailed training roadmap outlining all responsibilities and expectations before hire.

If you are looking for a traditional scheduling or front desk role, this position is likely not the right fit.

If you enjoy ownership, working closely with providers, patient communication, workflow management, and helping patients successfully move through their care journey, we would love to hear from you.