VIP Client Care Coordinator

LifeSpan Medicine; Santa Monica (CA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health benefits

401k with match

Flexible time off

CME/CEU support

Job summary

LifeSpan medicine is seeking a dedicated Care Coordinator to join our founding team in Santa Monica. You will apply superior administrative and customer service skills to design seamless member experiences and drive care coordination forward with confidentiality and care.

You’ll partner with clinical staff and teams across Hospitality, Membership, and Clinical Operations to schedule, reference records, and coordinate appointments, referrals, and communications, ensuring calm, proactive support

Qualifications

• 5+ years of customer service experience in a clinical, hospitality, or membership role.
• Passion for accuracy, investing in customer relationships, and protecting confidential information.
• Adaptability and flexibility within working in a fast-moving and dynamic environment.
• Effective and professional business communication using email and phone.
• Health care experience preferred but not required.

Responsibilities

• Serve as the primary point of contact for member scheduling and administrative needs. Accurately and efficiently schedule appointments, referrals, and other interactions for clinical staff and membership teams.
• Directly support physicians and specialists and manage coordination of their respective panels.
• Collaborate with a larger Care Coordination team, as well as Hospitality, Membership, and Clinical Operations teams, to ensure members receive thoughtful, integrated, and streamlined care.
• Provide high-level administrative support to clinical teams including answering phones, coordinating/preparing for meetings, maintaining physician calendars, and arranging conference calls.
• Assist the clinical team in maintaining and updating backend administrative systems to ensure the loop gets closed and communicated accurately.

Skills

Customer service

Organization

Communication

Adaptability

Education

Bachelor's degree

Tools

Zendesk

Spruce

Slack

Job description

This is an extraordinary opportunity to join our founding team as a Care Coordinator. You will use your superior administrative and customer service skills to support the best possible experience for our members and redefine the standard in care coordination.

We are seeking organized, thoughtful, people-obsessed problem solvers to work alongside our world-class clinical team. Our ideal candidate doesn't just coordinate visits; they design immaculate health care experiences. You understand that for our members, peace of mind is the greatest luxury, and your job is to protect it. You are the "calm in the storm" for our members and the "engine" that drives their care forward.

You are committed to excellence, high standards, and collegiality. You are versatile, flexible and self-motivated. You get the details right. You demonstrate excellent customer service and interpersonal skills with our members, potential members, and colleagues. You are able to work in a fast-paced environment where quick responses are expected and valued by members. You have experience with and a belief in the importance of customer service as a foundational aspect of business success—you enjoy going the extra mile to make things right and people supremely happy.

What you’ll do

• Serve as the primary point of contact for member scheduling and administrative needs. Accurately and efficiently schedule appointments, referrals, and other interactions for clinical staff and membership teams.
• Directly support physicians and specialists and manage coordination of their respective panels.
• Collaborate with a larger Care Coordination team, as well as Hospitality, Membership, and Clinical Operations teams, to ensure members receive thoughtful, integrated, and streamlined care.
• Provide high-level administrative support to clinical teams including answering phones, coordinating/preparing for meetings, maintaining physician calendars, and arranging conference calls.
• Assist the clinical team in maintaining and updating backend administrative systems to ensure the loop gets closed and communicated accurately.
• Assist with procuring medical records and follow-up notes from external practices
• Utilize an EMR and other databases to provide appropriate records for clinical interactions and maintain these records with the highest degree of confidentiality
• Ensure the clinical team remains organized and on-schedule through proactive, consistent communication throughout the day.
• Become an expert of our technology, processes, and best practices to support the clinical staff and ensure the best possible member experience
• Keep up to date on department-specific initiatives and timelines.
• Maintain a professional and courteous demeanor when interacting with internal and external stakeholders.
• Assist with after-hour and weekend coverage as needed.

Requirements

• On-site role 5 days/week
• 5+ years of customer service experience in a clinical, hospitality, or membership role
• Passion for accuracy, investing in customer relationships, and protecting confidential information
• Adaptability and flexibility within working in a fast-moving and dynamic environment
• Effective and professional business communication using email and phone
• Health care experience preferred but not required
• Knowledge of HIPAA Privacy & Security preferred but not required
• Experience in Zendesk, Spruce, and/or Slack preferred but not required
• Hold a Bachelor's degree
• Event or travel coordination experience is also a plus

At LifeSpan medicine, we are proud to offer every member of the LifeSpan medicine team:

• Excellent health and wellness benefits
• 401k contributions and matching
• Flexible Time Off
• Continuing medical education (CME) and CEU support for professional licensure