Schedule Coordinator & Clinical Utilization Specialist (US Wellness Industry)

Description

Work Arrangement: Fully remote, Flexible Schedule (requiring coordination across different time zones and departments. Occasional work outside of regular business hours may be necessary, depending on patient and staff needs.)

Job Type: Full-time, Independent Contractor.

Work Schedule: 40 hours per week, TBD

Locations: Remote, open to candidates worldwide 

About Pearl Talent:

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.

Why Work with Us?

We mean what we say that we’re building a different recruiting company here. We only work with exceptional founders from the US and EU who care about the long-term success of their team members. We also provide you with attainable 3, 6, 9, 12 months, and beyond retention bonuses in addition to community oriented opportunities like an annual retreat.

About the Company:

The Company is a global company, with a long-term vision and rapid growth, offers extensive benefits including Medical & Dental Plans, Life Insurance for eligible spouses and children, Health Care Flexible Spending, 401-K contributions, Dependent Care, and Paid Time Off. Employees enjoy a high degree of autonomy, comprehensive training, and ample opportunities for career growth. With the chance to shape and impact the future of health-technology, it presents a dynamic environment for those looking to make a difference.

Role Overview:

We are seeking a highly organized and detail-oriented individual to fill the role of Scheduling Coordinator & Clinical Utilization Specialist. This position is critical in ensuring the optimal scheduling of patients and clinical staff to maximize productivity and efficiency. You will oversee the use of our (Athena) EMR system for scheduling and managing the influx of incoming events. This role requires close collaboration with both the logistical and sales teams to align with our patient care and business goals.

Key Responsibilities:

• Schedule Management & Optimization: Monitor and adjust provider schedules to balance availability, patient load, and clinical priorities, collaborating with PTs and staff to accommodate patient needs.
• Event Resourcing & Coordination: Serve as the main point of contact for event resource inquiries, managing scheduling conflicts and coordinating between clinical, sales, and administrative teams.
• Proactive Scheduling & Adjustments: Oversee daily, weekly, and monthly schedules, managing urgent care, cancellations, and adjustments while ensuring continuity of care.
• Compliance, Reporting & Efficiency: Track adherence to scheduling policies, prepare reports for the VP of Clinical Services, and recommend adjustments to improve staff productivity and operational efficiency.
• Collaboration & Resource Coordination: Partner with sales and administrative teams to manage resources, coordinate telehealth appointments, and support the VP in staffing and schedule optimization.

Week 1 – Immediate Tasks & Onboarding:

• Familiarization with Scheduling Systems & Tools: Athena EMR and Monday.com
• Meet with Clinical & Administrative Teams
• Review Current Schedules & Compliance
• Shadow Event Resource Coordination
• Training on Reporting & Productivity Analysis

Must-Haves:

• Recent experience (at least 1 years) using Athena EMR for scheduling and data management.
• Experience in medical scheduling, preferably in physical therapy or healthcare setting.
• Experience with Monday.com
• Clinical utilization experience to ensure optimal use of staff and resources.
• Excellent communication, organizational, and time management skills, with a proven ability to meet deadlines.

Nice-to-Haves:

• Strong problem-solving and critical-thinking abilities to resolve scheduling conflicts and patient concerns.
• Familiarity with clinical operations to balance patient needs with staff availability.
• Ability to manage multiple tasks and schedules simultaneously with exceptional attention to detail.

Benefits

Compensation Package:

• Competitive Salary: To be discussed during the interview
• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance

Our Recruitment Process:

1. Application
2. Screening
3. Top-grading Interview
4. Skills Assessment
5. Client Interview
6. Job Offer
7. Client Onboarding

Ready to Join Us?

If this role aligns with your skills and career goals, we’d love to hear from you. Apply now to take the next step in your journey with Pearl