Client Operations Coordinator

Location: Remote (US Timezone Hours)
Type: Full-time

About the Role:

We're looking for a Client Operations Coordinator who enjoys helping people and creating exceptional client experiences. You'll become the first point of contact for prospective and existing clients of a growing healthcare practice, ensuring every interaction is professional, compassionate, and efficient.

This role focuses heavily on client communication, appointment coordination, and administrative support. You'll manage scheduling, answer client questions, coordinate with clinicians, and help maintain smooth day-to-day operations.

Because you'll primarily communicate with U.S.-based clients, exceptional English fluency and a natural American conversational style are essential.

Responsibilities:

Serve as the primary point of contact for prospective and existing clients

Answer inbound calls and respond to emails and text messages

Schedule consultations and ongoing appointments

Send intake forms and assist clients through onboarding

Coordinate calendars and appointment reminders

Follow up regarding missed appointments and scheduling changes

Maintain accurate client records in the practice management system

Verify insurance information when required

Maintain HIPAA-compliant confidentiality

Requirements:

Excellent spoken and written English with a near-native American accent

Outstanding interpersonal and customer service skills

Strong organizational and multitasking abilities

Experience in customer support, healthcare administration, or virtual assistance

Comfortable using scheduling software, EHR systems, and VoIP platforms

Reliable internet connection and quiet home office

Availability during U.S. Eastern business hours