Job Posting — Clinical & Patient Experience Coordinator

Growing U.S.-based functional medicine telehealth practice specializing in hormone replacement therapy, peptides, GLP-1 weight loss, and root-cause longevity care. We are a premium, concierge-level practice scaling to high volume and expanding to an office location.

We are seeking a highly organized, medically experienced Clinical Operations & Patient Experience Coordinator to become the right hand of the provider — and a true backup to our existing Clinical Coordinator.

This is not an entry-level VA role.

This person must be able to do everything our current coordinator does, so that when she is out, the practice keeps running without a single missed call, missed refill, or dropped patient.

*You will also answer all calls and be the primary voice our patients hear on the phone.*

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Who This Role Is For

You have:

• Experience working in a hormone clinic, wellness clinic, or functional medicine practice
• Medical assistant, nursing, or healthcare coordination background
• *Strong written and spoken English with a clear, neutral accent — you will be the voice of our practice on every call*
• Experience using Optimantra EMR
• Experience managing prescriptions and pharmacy coordination (experience using LifeFile preferred)
• Confidence and warmth speaking with patients about pricing and services
• 2+ years of customer service or patient-facing phone experience

You are proactive, detail-oriented, and do not wait to be told what to do.

You stay calm with frustrated or confused patients and make them feel cared for.

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Core Responsibilities

Patient Communication (your day-to-day priority)

• Answer all incoming patient calls live with a warm, professional, confident manner
• Return patient calls and follow up on messages
• Respond to non-clinical patient inquiries and answer pricing questions confidently and clearly
• Triage calls — route clinical/medical questions to the provider, handle all administrative questions yourself
• Capture every phone and message lead into our CRM (GoHighLevel)

EMR + Operations (full backup capability)

• Manage patient charts inside Optimantra
• Ensure labs, consents, and intake forms are complete before visits
• Scrub the schedule daily for compliance

Pharmacy Coordination

• Track and manage LifeFile pharmacy orders across multiple compounding pharmacies
• Monitor refill schedules
• Ensure no prescription lapses

Financial Coordination

• Create and manage invoices
• Track memberships and automatic billing
• Follow up on failed payments
• Send payment links and assist patients with completing payments

Administrative Support

• Maintain refill calendar
• Flag urgent issues to provider
• Ensure no patient falls through the cracks

You will be cross-trained by our existing Clinical Coordinator on every system and workflow she runs, so you can fully cover her role if she is out.

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Requirements

• Minimum 2 years experience in a wellness, hormone, or functional medicine clinic
• *Strong English (written + verbal) with a clear, neutral accent*
• Experience with EMR systems (Optimantra strongly preferred)
• Familiarity with peptides, TRT, GLP-1, and HRT
• Experience managing prescriptions and pharmacy coordination (LifeFile preferred)
• 2+ years customer service or patient-facing phone experience
• Warm, professional, patient, and empathetic phone manner
• Organized and detail-oriented
• Comfortable handling confidential medical information and willing to complete HIPAA training
• Reliable internet + quiet home office for live call answering
• Available full-time during US Eastern business hours (long-term)

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Compensation
Competitive hourly rate based on experience.
Long-term position with opportunity to grow into Lead Operations role.

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How to Apply
Please include:

A short audio recording (1–2 minutes) introducing yourself, your clinic experience, and why you'd be a great voice for a premium medical practice. Applications without an audio recording will not be considered — your phone voice is a core part of this role.

A brief summary of your medical or wellness clinic experience.
EMR systems you have used (Optimantra experience a plus).
Pharmacy coordination or LifeFile experience, if any.
Your available start date and confirmation that you can work US Eastern Time hours.
The word "Precision" in the subject line to confirm you read this fully.