Clinical Operations & Patient Coordination Manager (Remote | Healthcare-Focused)

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TYPE OF WORK

Full Time

SALARY

$7-10/hour

HOURS PER WEEK

40

DATE UPDATED

Apr 8, 2026

JOB OVERVIEW

**Clinical Operations & Patient Coordination Manager (Remote | Healthcare-Focused)**
Arora MD Longevity & Aesthetics | New Jersey, USA

We are a physician-led longevity and aesthetics practice specializing in hormone optimization, medical weight loss, and advanced aesthetic treatments.

We are looking for a highly organized, proactive, and execution-driven **Clinical Operations & Patient Coordination Manager** to own and optimize the clinical backend of the practice.

This is not a general VA role.
This is a **high-ownership role** for someone who can manage systems, execute reliably, and continuously improve workflows without needing constant direction.

---

**Core Role**

You will own everything that happens **after a patient shows interest and before and after they receive care (excluding sales).**

Your responsibility is to ensure:

* no patient falls through the cracks
* all clinical workflows run smoothly
* operations are efficient, organized, and continuously improving

---

**PRIMARY RESPONSIBILITIES**

**1. Patient Coordination & Communication**

* Manage all non-sales patient communication:

* post-consult questions
* lab instructions
* treatment preparation
* medication clarification

* Ensure every patient:

* understands next steps
* completes required labs
* has follow-ups scheduled
* is never “lost” in the system

---

**2. Pre-Visit & Post-Visit Execution**

**Before visits:**

* Confirm appointments (24–48 hours prior)
* Ensure labs and intake forms are completed
* Identify and resolve issues before the visit

**After visits:**

* Ensure prescriptions are processed
* Ensure labs are ordered
* Ensure follow-ups are scheduled
* Send clear next-step instructions

---

**3. Prescription & Refill Coordination**

* Coordinate prescriptions for:

* HRT
* GLP-1 medications
* peptides and supplements

* Communicate with pharmacies and patients

* Track fulfillment and resolve delays

* Proactively manage refill system:

* track patients due for refills
* reach out before they run out

---

**4. Lab Coordination**

* Order labs based on provided protocols
* Track completion and follow up on delays
* Organize results for physician review

---

**5. CRM & Workflow Ownership**

* Maintain a clean, accurate CRM

* Track patient status (new, active, inactive)

* Ensure no gaps in communication or follow-up

* Build and maintain simple workflows and checklists

---

**6. Operations & Process Improvement (CRITICAL)**

* Identify inefficiencies in daily workflows

* Implement simple systems to improve:

* speed
* accuracy
* consistency

* Take initiative to solve problems without waiting for instructions

* Proactively identify and close operational gaps before they affect patient experience

---

**7. Reporting & Accountability**

Provide clear, structured updates:

**Daily:**

* patients seen
* prescriptions processed
* labs pending
* follow-ups needed
* issues flagged

**Weekly:**

* patients overdue for follow-up
* refill opportunities
* inactive patients needing re-engagement

8. Operational Tracking & Visibility

Maintain simple, accurate tracking of key operational metrics, including:
patient follow-ups
lab completion status
prescription and refill tracking
patient pipeline status
Provide clear daily and weekly summaries of:
outstanding tasks
delays or gaps in workflow
patients requiring attention
Ensure no breakdowns in execution by proactively identifying gaps through tracking

Note: This role focuses on tracking and visibility, not high-level data analysis or strategy.
---

**WHO THIS ROLE IS IDEAL FOR**

* Background in healthcare (pharmacy, nursing, medical VA, or similar)
* Pharmacist experience is a strong plus
* Strong communication skills with clear, neutral English (minimal accent preferred)
* Highly organized, detail-oriented, and reliable
* Proactive and able to take ownership without constant direction
* Naturally looks for ways to improve systems and workflows
* Comfortable working in a fast-paced, growing environment

---

**IMPORTANT**

This role requires someone who:

* takes ownership of outcomes, not just tasks
* notices problems and fixes them
* follows through consistently without reminders

---

## **COMPENSATION & DETAILS**

* $7–$10/hour based on experience
* Must be available to work primarily during Eastern Standard Time (EST) business hours
* Preferred schedule: Monday–Friday, approximately 9:30 AM – 5:30 PM EST
* Some flexibility is allowed as long as responsiveness and task completion are maintained
* Optional availability on Saturdays is a plus but not required
* Opportunity to grow into a higher-level operational leadership role

---

## **HOW TO APPLY**

Please include:

1. A short voice recording introducing yourself
2. Your experience in healthcare or clinical operations
3. An example of a process you improved or a problem you solved independently
4. Your availability and time zone

---

We are building a structured, high-performance, patient-centered practice. This role is critical to maintaining operational excellence as we scale. We are looking for someone who is reliable, proactive, and takes pride in their work.

If this aligns with your experience and work style, we’d love to hear from you.

SKILL REQUIREMENT
Project Management Healthcare Customer Service
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