Patient Services Coordinator 🧑⚕️🥗📋 (American Nutrition & Metabolic Health Clinic, Medical Admin, Patient Intake, Patient Access| Remote) Full Time NEW

About the Company

We’re a team of Registered Dietitian dedicated to helping adults prevent, manage, and overcome metabolic and nutritional health challenges. Our mission: to provide innovative, high-quality nutrition services that improve lives — treating the whole person, not just the condition.

We specialize in three core clinical areas: 

1. Weight management: medical nutrition therapy, pharmacology-supported approaches guidance, and body composition analysis
2. Prediabetes and diabetes care: medical nutrition therapy, insulin pump support, GLP-1 collaboration, and continuous glucose monitoring
3. Gut health: therapeutic diets, stool testing, and microbiome analysis

Our approach is integrative by design—combining advanced nutrition strategies with a deep understanding of lifestyle factors in every patient’s care. We work closely with referring providers to support individualized care plans and optimize medical outcomes. Our team serves patients in English, Spanish, and Portuguese.

We serve adults across Portland, Oregon and the Pacific Northwest — predominantly women between 40 and 65, with roughly a quarter being Medicare-eligible. About 60% of visits are via telehealth, with patients coming to us directly and through referrals from primary care physicians and specialists who trust us as their go-to metabolic and nutrition experts. A California expansion is currently underway.

With over eight years in practice, our team includes Registered and Licensed Dietitians and Certified Diabetes Care and Education Specialists (CDCES). Our founder is a Rutgers-trained clinician with deep expertise in diabetes technology, obesity pharmacotherapy, and comprehensive metabolic care.

OUR COMPANY VALUES guide our team and shape our culture: 

• 🔍 Stay Curious: We investigate before we assume, clinically and operationally.
• ❤️ Lead with Heart: We want our patients and teammates to feel seen and safe. 
• 💡 Unapologetic Innovation: Against the grain, on purpose.
• 🔬 Evidence First: We ground every decision in research, evidence, and sound reasoning.
• 📈 Relentless Sustainable Growth: We are obsessed with learning and improving, personally and as a team
• 🤝 Trust the Process: We Experiment. Fail. Refine. Repeat. 

We’re a hybrid organization with 8 (soon to be 9 👋) teammates — 5 Registered Dietitians and an Admin Support Team of 3, and proudly an all-women team. Our headquarters are in Portland, Oregon, with teammates spread across Oregon, Texas, and the Philippines, all anchored to the US Pacific schedule.

Our culture is fast-paced and independent — everyone works autonomously, but no one works alone. Google Chat runs all day, every day — that’s where questions get answered, problems get triaged, and the team stays connected. Not a micromanaged environment, but a highly communicative one where clarity and follow-through are the standard.

About the Role

We’re looking for a remote Patient Services Coordinator to own the daily operational heartbeat of our patient-facing Admin Support Team.

In this role, you’ll be the connective tissue between our patients, referring providers, and Registered Dietitians — ensuring every appointment is set up for success before it happens, and that nothing falls through the cracks when the day gets busy. Two existing support staff — a Referral Coordinator and a Scheduling Coordinator — will lean on you for escalations, answers, and coverage.

This role requires both ownership of your work and accountability for how the team operates day-to-day. The core skill it demands is switching between deep, detail-intensive work and sudden, real-time interruptions without losing your place, your patience, or your accuracy. Patients call mid-task. Registered Dietitians need something immediately. A referral arrives with a tricky insurance situation. You triage, handle it, and pick right back up where you left off. Done well, this role lifts day-to-day management weight off leadership’s plate.

Our IDEAL CANDIDATE brings 3–5 years of experience in day-to-day operations in healthcare or a similarly high-stakes, people-first environment — or any role where you kept things moving behind the scenes for people who needed real help. You have working knowledge of the US health insurance system — co-pays, deductibles, co-insurance, in-network vs. covered — and can communicate it clearly to patients without flinching. You’re comfortable in EMR and CRM systems, documenting accurately under pressure and keeping workflows moving without being told to. You handle sensitive information with discretion and bring genuine warmth to every client interaction. When the day gets chaotic — because it will — you stay composed, triage instinctively, and pick right back up where you left off. You manage up, spot broken processes, and take ownership of the team’s output so the people above you can focus on what’s next.

Performance Metrics: Your performance will be measured by schedule fill efficiency, reduction in scheduling errors, and patient message response times.

Reporting Structure: You’ll collaborate closely with the entire clinic team, including Registered Dietitians, as well as referring providers and patients. This position reports directly to the Billing & Administrative Manager.

You’ll be doing things like:

• Team Coordination & Oversight: Acting as day-to-day lead for the Admin Support team; triaging needs and coordinating workload across the Referral Coordinator and Scheduling Coordinator; reviewing recorded calls and texts to monitor communication quality; surfacing issues to the Billing & Administrative Manager.
• Appointment Readiness (Scrubbing): Ensuring every appointment is fully prepared — insurance verified, diagnosis codes confirmed, documentation complete, and gaps resolved ahead of time; reaching out to patients or providers as needed before the appointment.
• Referral Processing (Tier 2): Handling escalated referrals involving insurance edge cases, eligibility questions, and provider coordination; resolving complex insurance questions (Medicare vs. Medicaid, in-network nuances, atypical diagnosis codes); keeping everything moving with nothing sitting unresolved.
• Patient Scheduling & Communication: Managing inbound and outbound communication — scheduling, follow-ups, and guiding patients through intake, telehealth setup, and next steps; confirming insurance and contact information; booking initial and follow-up appointments; phone first, SMS second, email as a last resort.
• Workflow & Process Improvement: Identifying inefficiencies and updating SOPs; suggesting and implementing process improvements; contributing to automation between GoHighLevel (CRM) and PracticeQ (EMR).
• Billing Follow-Up & Ad-Hoc Support: Supporting billing follow-ups for no-show and cash-pay patients; following up on missed appointments; stepping into other operational needs as they arise.

Skills & Qualifications

• 3–5 years of prior experience in roles like Patient Intake Specialist, Medical Administrative Assistant, Healthcare Operations Coordinator, Practice Administrator, Patient Access Specialist, Medical Office Coordinator, Referral Coordinator, or related.
• Practical knowledge of US health insurance: co-pays, deductibles, co-insurance, in-network vs. out-of-network, and Medicare/Medicaid basics
• Clear, confident verbal and written English — easily understood by patients over the phone
• High-capacity multitasker — context-switches without losing accuracy or follow-through
• Strong prioritization instincts — knows what’s urgent, what can wait, and how to make that call fast
• Calm and solution-oriented under pressure, especially in patient-facing situations
• Detail-oriented and rigorous — you cross the T’s because you understand what happens when you don’t
• Warm, kind, and professionally confident in every patient interaction
• Proficient in Google Workspace, particularly Sheets — builds and maintains tracking documents; picks up new software quickly

Bonus if you also have:

• Complementary experience as a Dietitian, Nurse, Medical Assistant, or other ancillary healthcare role
• Familiarity with atypical diagnosis codes, Medicare nuances, and in-network grey areas.
• Conversational or fluent Spanish
• Experience with healthcare automation, CRM workflows, or EMR systems
• A secondary monitor setup, or the ability to get one
• Familiarity with our tools: GoHighLevel, PracticeQ, Google Workspace

Position Details

Working Hours: Monday to Friday, 9:00 AM to 6:00 PM Pacific Time, with a 30-minute lunch break and 30 minutes of additional break time. Schedule may shift in future to include a half-day Saturday in place of a half-day Friday — candidates with this flexibility are a plus.

Employment Type: Full-time (40 hours/week net), Exclusivity Preferred

Education: College degree, or comparable work experience

Level: Intermediate (3–5 years of relevant work experience) 

Compensation:  ~USD $707–1,033 (INR 65K–95K) per month, based on experience.  Structured as a Consultant Agreement (independent contractor), meaning you’ll be responsible for your own taxes, benefits, and insurance.

Benefits of working with us: 

• 🚀 Work directly with a clinic redefining what modern dietitian care looks like
• 🏡 Fully remote — work from wherever you do your best thinking
• 💰 Above-market compensation for your role and region
• 🏥 After 1 year, eligibility for a benefits package including healthcare coverage, PTO, and tax support
• 👩‍⚕️ All-women team that leads with heart — in how they treat patients and each other
• 🤝 Supportive environment: mental health and personal wellbeing are taken seriously
• 🗓️ Bi-weekly all-hands team meetings plus monthly Admin Support Team check-ins
• 📈 Real growth potential — the practice is in a deliberate growth phase, and this role sits at the center of it