OB Patient Coordinator

Viva Eve; New York (NY); On-site; USD 25,000 - 33,000; Full time

Benefits offered by this job

PTO

401(k)

Medical insurance

Dental insurance

Vision insurance

Pre-tax commuter benefits

Employee Assistance Program

Job summary

Viva Eve seeks an OB Patient Coordinator to guide patients from confirmation through delivery, coordinating milestones, testing, and insurance needs with a warm, concierge approach.

You will manage each patient’s prenatal journey across three trimesters, working with OB/GYN providers and the billing team to ensure accurate records and billing. Two positions are available at Forest Hills and Manhattan locations.

Qualifications

• 1+ year of experience in a medical office, OB/GYN, women's health, or patient concierge/coordinator role.
• Experience with EMR systems (Athena preferred) and CRM systems (Salesforce preferred).
• Excellent communication and interpersonal skills with a warm, concierge-level approach.
• Highly organized and autonomous — able to independently manage a caseload across pregnancy stages.
• Strict adherence to HIPAA and patient confidentiality standards.

Responsibilities

• Serve as the dedicated point of contact for newly confirmed OB patients from confirmation through delivery.
• Build and maintain each patient’s OB journey in Salesforce and the OB Tracker with accurate milestones and logs.
• Manage OB-related documentation, including FMLA, disability, lactation forms, and hospital records.
• Collaborate with OB/GYN providers and billing/RCM to ensure accurate documentation and charge entry.

Skills

Communication

Organization

Empathy

Patient care

Tools

Athena EMR

Salesforce

Job description

Viva Eve is a total reinvention of women's health care experience.

We know that so many women are unhappy going to typical clinics with rushed doctors and unhelpful staff. Some offices even send patients to a different location for every test, such as ultrasounds or bloodwork, without thinking about what's easiest for patients.

We wanted to change that. At Viva Eve, we do things differently. From OB/GYN to fertility and fibroids, we are your women's health experts. Our purpose is to empower women to take control of their own health. Our core difference is in-depth, personalized care coupled with a warm, welcoming experience designed around the patient. With a team of multi-disciplinary specialists, led by a women\'s health doctor who knows the patient, patients no longer have to go to extraordinary lengths to receive answers about their health.

At our core, our offices and top-rated staff have been designed to make our patients feel comfortable and empowered in all aspects of their health journey.

Reports to: Patient Concierge Manager

Direct Reports: No

Schedule: 40 hours per week -Monday through Saturday, with shifts from 8 a.m. to 4 p.m. or 11 a.m. to 7 p.m. Open availability is required.

We are currently hiring for this position at the following locations:

• Forest Hills: 108-16 63rd Rd, Forest Hills NY 11375
• Manhattan: 635 Madison Ave, 6th floor, New York NY 10022

Hours: 40

FLSA Status: Non-Exempt (Hourly)

• Compensation: $18-$24 Per Hour.
• Comprehensive benefits: PTO (Paid Time Off), 401(k), Medical, Dental, Vision Insurance, and Pre-tax Commuter benefits.
• Additional perks: Employee Assistance Programs

Please note: Applicants must be currently authorized to work in the United States on a full-time basis. The Company is unable to provide immigration sponsorship or other support for work authorization for this position, either now or in the future.

Job Overview

The OB Patient Coordinator, is the dedicated point of contact for our obstetric patients — guiding them from their first confirmed-pregnancy visit through delivery and the postpartum handoff. You manage each patient\'s roughly 20–22 visit prenatal journey across three trimesters, coordinating clinical milestones, required testing, insurance and billing needs, hospital delivery logistics, and paperwork, all while delivering the warm, one-on-one concierge experience Viva Eve is known for. You combine people skills with attention to detail, understanding the significance of maintaining and filing detailed, accurate records in real time.

This role reports to the Patient Concierge Manager and works closely with OB/GYN providers, the Clinical Excellence team, Surgical/Clinical Coordination, and the Revenue Cycle Management (RCM) / billing team to ensure every patient\'s journey is tracked accurately from confirmation through delivery, and that all billing is processed correctly.

We are currently hiring two OB Patient Coordinators — one based at our Forest Hills location, and one based at our Manhattan location.

Responsibilities

· Serve as the dedicated point of contact for newly confirmed OB patients, setting expectations for the prenatal journey and providing coordinated support from confirmation through delivery.

· Build and maintain each patient’s OB journey in Salesforce and the OB Tracker, ensuring clinical milestones, delivery status, patient logs, and monthly delivery counts remain accurate and current.

· Manage OB-related documentation and paperwork, including FMLA, disability, lactation/breastfeeding forms, hospital records, billing cover sheets, and timely chart filing.

· Partner with OB/GYN providers, Clinical Excellence QC, and the billing/RCM team to ensure all deliveries, admissions, inpatient encounters, and related documentation are accurately captured for clinical tracking and charge entry.

Required Qualifications

• 1+ year of experience in a medical office, OB/GYN, women\'s health, or patient concierge/coordinator role.
• Experience with EMR systems (Athena preferred) and CRM systems (Salesforce preferred).
• Experience coordinating with external partners (hospitals, MFM offices, insurance carriers) and internal teams (providers, billing/RCM, Clinical Excellence).
• Excellent communication and interpersonal skills, with a genuine, warm, concierge-level approach to patient care.
• Highly organized and autonomous — able to independently manage a caseload of patients across every stage of pregnancy with minimal oversight.
• Ability to maintain composure and empathy while managing sensitive patient situations (loss, transfers, high-risk pregnancies).
• Strict adherence to HIPAA and patient confidentiality standards.

Preferred Qualifications:

• Familiarity with medical terminology, prenatal care milestones, and insurance authorization processes is a plus.