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

Pearl 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: WATCH HERE

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 Company

Our 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 Overview

This 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 Impact

You 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 Responsibilities

Virtual 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

Requirements

Must-Haves (Required)

• 2+ years of experience in a healthcare setting (clinic operations, front desk, or care coordination)
• Strong verbal and written English communication skills
• Experience working with EHR systems (Athena, eClinicalWorks, Tebra, or similar)
• Proven ability to manage patient interactions, including scheduling and billing conversations
• Proactive, detail-oriented, and highly organized work style
• Strong follow-through and ability to independently close operational loops

Nice-to-Haves (Preferred)

• Direct experience with Athena/Athenahealth
• Experience in early-stage or startup healthcare environments
• Background supporting multiple providers or clinics simultaneously
• Exposure to SOP creation and process improvement initiatives
• Familiarity with patient acquisition or marketing workflows

Tools Proficiency

Must-Haves (Required)

Athena, eClinicalWorks, Tebra, or equivalent EHR

Slack

• VoIP phone systems
• Email platforms
• Text messaging tools

Nice-to-Haves (Preferred)

• EHR reporting tools
• Workflow documentation tools
• Automation tools

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote—work from anywhere
• Performance Bonus: Based on data accuracy, reporting timeliness, and overall sales efficiency
• 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.

Visit website

Pearl Talent is a US-based start-up that helps the top 1% of talent worldwide land long-term roles at fast-growing companies in the US and EU.

Founded by Monty Ngan and Isaac Kassab, Pearl Talent helps operators all around the Philippines, Latin America, and South Africa get staffed into companies backed by Y Combinator, Sequoia, a16z, General Catalyst, and more.

We believe that even though opportunity isn’t created equal in the world, ambitious talent is.