Clinic Operations Coordinator (Virtual Front Desk + Care Ops) - A347

Pearl Talent View all jobs

  • Metro Manila
  • Permanent
  • Full-time
  • 3 days ago
  • Apply easily
IndustryHealthtech / Healthcare OperationsWork ArrangementRemote — fully virtualJob TypeFull-timeWork Schedule8-hour shift within 8:00 AM–6:00 PM Eastern Time (ET)
Workdays: TBCLocationsPhilippinesAbout Pearl TalentPearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.Hear why we exist, what we believe in, and who we’re building for:Why Work with Us?At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.About the CompanyOur client is a fast-growing healthtech startup building the operational and technology infrastructure that enables independent nurse practitioners to launch and scale their own clinical practices. Operating across multiple care verticals, the company is rapidly expanding its clinic network and investing in systems that improve patient experience, provider efficiency, and operational scalability.Role OverviewThis 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.You will take ownership of inbound communications, patient intake, and follow-ups, while also managing critical care coordination tasks such as lab tracking, referrals, and insurance processes. Beyond execution, you will help document and standardize workflows, contributing to the systems that will support the company’s long-term scale.This is a highly autonomous, execution-heavy role that requires strong communication, attention to detail, and a proactive mindset. The ideal candidate thrives in ambiguity, takes initiative without waiting for direction, and is comfortable working closely with leadership in a high-growth startup environment.Your ImpactYou will build and maintain a reliable virtual front desk that ensures every patient interaction is handled promptly and professionally.
  • You will improve operational efficiency by tracking and closing all care-related loops, reducing missed follow-ups and delays.
  • You will contribute to revenue integrity by supporting accurate scheduling, billing coordination, and timely payment collection.
  • You will help define scalable operations by documenting SOPs and identifying workflow improvements.
  • You will play a key role in delivering a high-quality patient experience that drives satisfaction and retention.
Core ResponsibilitiesVirtual 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
RequirementsMust-Haves (Required)
  • 2+ years of experience in a healthcare or clinical operations environment (clinic front desk, care coordination, or patient support)
  • Experience working with an Electronic Health Record (EHR) system such as Athena, eClinicalWorks, Tebra, or equivalent
  • Strong verbal and written English communication skills in a patient-facing role
  • Proven ability to handle patient scheduling, billing coordination, or care follow-ups independently
  • Highly proactive, detail-oriented, and able to close operational loops without supervision
  • Strong over-communication habits and ownership mindset in fast-paced environments
  • AI and Automation Capability (Mandatory)
  • Demonstrated experience using AI tools (e.g., Claude, Lovable, ChatGPT, or similar) to improve, streamline, or automate operational workflows
  • Ability to identify repetitive manual tasks and convert them into structured, repeatable processes using AI
  • Comfort experimenting with AI tools to improve efficiency in scheduling, communication, documentation, or workflow management
Nice-to-Haves (Preferred)
  • Experience building or improving SOPs using AI-assisted tools or automation workflows
  • Exposure to workflow automation tools (e.g., Zapier, Make, Notion AI, or similar systems)
  • Experience in early-stage or startup healthcare environments
  • Prior involvement in process optimization or systems design beyond day-to-day execution
  • Experience supporting multiple providers or clinics simultaneously
Tools ProficiencyMust-Haves (Required)
  • Electronic Health Records (EHR): Athena (preferred), eClinicalWorks, Tebra, or equivalent
  • Communication Tools: Email, SMS/text platforms, VoIP phone systems
  • Collaboration Tools: Slack
  • Productivity Tools: Google Workspace (Docs, Sheets, Calendar)
  • AI Tools: Claude AI, ChatGPT, or similar AI assistants used in daily workflow execution
Nice-to-Haves (Preferred)
  • Workflow Automation Tools: Zapier, Make, or similar platforms
  • AI-enhanced productivity tools (e.g., Notion AI, AI scheduling or documentation tools)
  • Reporting or analytics tools within EHR systems
  • SOP/documentation tools (Notion, Confluence, or similar)
Benefits
  • Competitive Salary: Based on experience and skills
  • Remote Work: Fully remote—work from anywhere
  • 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.

Pearl Talent