About the Role

This is a remote position where you'll be the orchestrator behind an Early Medical Physician's practice-much like a master concierge at a world-class five-star hotel. Your mission is to create such a seamless experience that the complex machinery of healthcare coordination fades entirely into the background, leaving only a sense of being exceptionally well-cared for.

As a Patient Care Coordinator, you'll combine the hospitality mindset of luxury service with the precision of healthcare-sending prescriptions, ordering tests, making referrals, and tracking tasks. You'll work in concert with Executive Assistants and external partners, creating a frictionless experience where every patient interaction reflects the warmth, attentiveness, and flawless execution that defines world-class concierge service.

Your meticulous attention to detail and proactive approach-anticipating needs before they're expressed-remove every barrier that might prevent physicians from delivering their best care. By masterfully managing the administrative landscape with the grace and discretion of a seasoned hospitality professional, you free our clinical team to concentrate exclusively on treatment decisions and meaningful patient relationships.

When you excel in this role, something extraordinary happens: both patients and clinicians experience a sense of wonder-as if by magic-that such complex operations unfold invisibly around them. Like the best concierge services, your work is most successful when it appears effortless, though it requires tremendous skill and dedication. Your work directly contributes to extending lives by ensuring that every administrative aspect of care is executed not just with precision, but with the purpose and personal touch that transforms healthcare into an experience of being truly cared for.

What You'll Do

Success as a Patient Care Coordinator means creating an invisible infrastructure of support that delivers two crucial outcomes: patients who feel informed and prepared at every step of their journey, and physicians who can devote their full attention to clinical excellence. You serve as the operational hub for your assigned physician through coordinating patients, providers, laboratories, vendors, and referral partners to ensure every aspect of the care journey progresses smoothly. This role requires balancing multiple active patient care plans simultaneously while adapting to changing priorities, urgent requests, and evolving clinical needs without sacrificing attention to detail or service quality.

• Create a premium, responsive environment where patients feel incredibly supported - You'll create a concierge-level experience where every patient feels informed, prepared, and genuinely cared for. Through thoughtful communication, proactive follow-up, and exceptional service, you'll build trust and confidence that every detail of their care journey is being managed with warmth, professionalism, precision, and the exceptional care that defines Early Medical.
• Orchestrate complex scheduling and logistics - You'll coordinate the many moving pieces that support exceptional patient care, ensuring appointments, testing, referrals, and provider schedules align seamlessly. Your ability to manage complexity behind the scenes allows patients and physicians to experience care without unnecessary friction.
• Anticipate and eliminate friction points - You'll think several steps ahead, identifying potential barriers before they impact the patient experience or provider workflow. By proactively solving problems and streamlining processes, you'll create an environment where care progresses smoothly from one milestone to the next.
• Notice and correct errors with vigilance - Your attention to detail ensures discrepancies in documentation, scheduling, or care coordination are identified and resolved before they become larger issues. You understand that excellence is built through consistently getting the small things right.
• Help physicians stay organized and focused - You'll serve as the operational backbone of your physician's practice, creating systems and structure that allow providers to devote their full attention to clinical decision-making and meaningful patient relationships.
• Build and nurture vital external relationships - You'll cultivate trusted partnerships with consultants, laboratories, referral sources, and other external providers, ensuring every transition in a patient's care journey is coordinated with professionalism, responsiveness, and attention to detail.
• Ensure flawless follow-through on clinical directives - You'll own the operational execution of patient care plans, coordinating next steps from initiation through completion and ensuring every recommendation, order, referral, and follow-up is completed accurately and on time.
• Fill gaps and drive innovation - You'll continuously look for opportunities to improve workflows, strengthen systems, and solve recurring challenges. Your curiosity and ownership mindset will help evolve our patient coordination processes as Early Medical continues to grow and innovate.
• Maintain impeccable patient records - You'll ensure patient information remains accurate, organized, and accessible, creating a reliable foundation that enables exceptional clinical care, informed decision-making, and seamless collaboration across the care team.

How You'll Spend Your Time

Premium Patient Experience Creation (30%)

• Creating a responsive, concierge-level support environment
• Anticipating patient needs and addressing them proactively
• Scheduling patient visits and coordinating lab draws with precision
• Sending personalized reminders and clear instructions
• Resolving patient issues promptly and completely

Complex Logistics Management (25%)

• Identifying and eliminating potential friction points
• Coordinating with Executive Assistants on seamless scheduling
• Managing lab orders and vigilantly tracking test results
• Orchestrating workflows that help physicians and APP's stay organized

Documentation and Information Excellence (25%)

• Maintaining impeccable patient charts updated in real-time
• Noticing and correcting documentation errors
• Uploading and organizing patient documents and results
• Ensuring critical information reaches the right team members at the right time

External Relationship Management (15%)

• Building trusted partnerships with valued consultants and referral sources
• Making referrals and ensuring nothing falls through the cracks
• Navigating external healthcare systems on behalf of patients
• Arranging specialized testing with attention to every detail
• Creating seamless transitions between Early Medical and external providers

Innovation and Team Enhancement (5%)

• Identifying opportunities to improve processes and workflows
• Filling gaps and proposing creative solutions
• Supporting colleagues during high-volume periods
• Contributing insights to process improvement initiatives
• Developing systems that benefit the entire clinical team

What We're Looking For

We're seeking someone with the rare combination of exceptional hospitality instincts and meticulous administrative talent-someone who would excel equally in the concierge desk of a luxury hotel and the operational heart of an innovative medical practice.

• Hospitality Mindset - You intuitively understand that how you make people feel is just as important as what you accomplish. You take genuine pleasure in anticipating needs and exceeding expectations at every opportunity.
• Communication Excellence - You express yourself with clarity, warmth, and professionalism across all channels. Your written communication is as polished as your interpersonal skills, allowing you to build trust with both patients and healthcare professionals.
• Masterful Time Management - You orchestrate multiple competing priorities with apparent ease, balancing urgent matters with long-term projects while maintaining composure under pressure. You're adept at creating structure within complexity.
• Extraordinary Attention to Detail - You notice what others miss and derive satisfaction from getting the small things right. You understand that in premium healthcare, as in luxury service, excellence lives in the details.
• Proactive Problem-Solving - You identify potential issues before they arise and take initiative to resolve them without being prompted. You're resourceful in finding creative solutions to unexpected challenges.
• Ownership Mentality - You approach your responsibilities with the mindset of an owner, not just an employee. You take personal accountability for outcomes and follow through with unwavering commitment.
• Adaptability and Grace Under Pressure - You navigate changing circumstances with flexibility and maintain your composure during high-stakes situations. You're energized rather than overwhelmed by the dynamic nature of healthcare.

Experience and Skills

• Bachelor's degree or higher preferred.
• 5+ years of experience coordinating patient care in a healthcare setting (primary care/internal medicine/concierge medicine/membership-based clinic preferred), providing exceptional service delivery and advanced administrative excellence.
• Experience supporting executives, physicians, advanced practice providers, or other senior professionals in a fast-paced, high-touch environment.
• Experience coordinating multiple complex workflows simultaneously while maintaining exceptional attention to detail and follow-through.
• Experience supporting concierge, executive, membership-based, or high-touch healthcare practices.
• Experience coordinating specialty referrals, laboratory testing, prior authorizations, or complex longitudinal care plans.
• Demonstrated ability to prioritize competing demands, adapt quickly to changing priorities, and consistently deliver high-quality work under pressure.
• Demonstrated proficiency with Microsoft Office Suite, Adobe Acrobat, Electronic Medical Record (EMR) systems, and Customer Relationship Management (CRM) platforms.
• Comfort learning new technologies and navigating multiple systems throughout the workday.
• Familiarity with telemedicine or virtual care delivery models.
• Experience working in a fully remote or distributed environment, demonstrating strong self-management, written communication, and digital collaboration skills.
• Genuine enthusiasm for preventive medicine, longevity, health optimization, and Early Medical's mission. Familiarity with Dr. Peter Attia's work and the principles of Medicine 3.0 is strongly preferred.

Core Characteristics

• Precision-Oriented - You meticulously track information, create reliable systems to ensure nothing is overlooked, and take pride in flawless execution of even routine tasks.
• Adaptable and Resourceful - You embrace change with enthusiasm, customize your approach based on individual needs, and find creative ways to solve problems with limited resources.
• Collaborative and Supportive - You build authentic relationships marked by respect and trust, offer assistance without being asked, and communicate promptly and thoughtfully.
• Self-Directed and Mature - You hold yourself to the highest standards, continuously seek ways to improve, work effectively without supervision, and handle sensitive information with absolute discretion.

Application Requirements: Candidate Introduction Video

This short video is an opportunity for us to get to know you beyond your resume and better understand how you communicate, connect with others, and approach patient care. Within your application, please upload a 3-5 minute video presentation (you can do this on your phone, Zoom, Loom, etc.) that specifically addresses the following:

1. Tell us about yourself outside of work.
   What are your interests, passions, or routines that help you stay grounded, energized, and engaged?
2. What draws you to Early Medical and this role specifically?
   We'd love to hear what excites you about supporting patients in a high-touch, concierge-style healthcare environment and why this opportunity stands out to you.
3. Describe a time you created an exceptional experience for someone.
   This could be for a patient, client, customer, teammate, or anyone you supported. What did you do, and what made the experience meaningful?