Patient Experience Coordinator

👋 Meet knownwell , weight-inclusive healthcare for all. Join a dynamic company that is changing the way obesity care is delivered. We offer weight management, primary care, nutrition counseling, and health coaching. Our care model combines in-clinic and virtual care to bring support to patients where and when they need it.

Backed by $50M in funding—including a $25M round led by CVS Health Ventures with support from a16z Bio + Health, Flare Capital, MassMutual, and Intermountain Ventures—we’re scaling fast and expanding access to evidence-based obesity care nationwide.

🔍 We are looking to build our team with a Patient Experience Coordinator, who will be the first point of contact for customers seeking assistance or information regarding our services. Your primary responsibility will be to efficiently address customer inquiries, resolve problems, and provide accurate information in a professional and courteous manner. You will utilize excellent communication skills, patience, and problem-solving abilities to ensure satisfaction and maintain positive relationships with our patients.

Hours of Operation : Monday - Friday, 10:00am - 7:00pm ET

🎯 You Will:

• Manage high-volume inbound and outbound patient calls while providing professional, empathetic support

• Schedule, reschedule, and modify patient appointments across multiple care services while ensuring accuracy and efficiency

• Conduct proactive outreach to patients to coordinate care recommended by providers, including follow-up visits, referrals, and specialty services

• Review patient requests, provider orders, and referral information to ensure timely scheduling and appropriate next steps

• Accurately document all patient interactions, outreach attempts, and scheduling outcomes within the electronic health record (EHR)

• Leave clear, detailed voicemail messages and track follow-up attempts according to established outreach protocols

• Assist new patients with onboarding tasks, including app access and appointment preparation

• Monitor multiple patient service queues to ensure requests are resolved within established service level timelines

• Escalate clinical questions, urgent concerns, or complex cases to the appropriate care team when necessary

• Maintain a high level of service quality while meeting productivity expectations related to call handling, documentation, and patient follow-up

• Work collaboratively with clinical teams, operations staff, and leadership to ensure a seamless patient experience

• Follow standardized workflows and documentation requirements to maintain operational consistency and compliance

🌟 You Have:

• High school diploma or equivalent (required)

• 5+ years of experience in medical scheduling, patient access, or healthcare call center environments; large academic health center experience strongly preferred

• Strong verbal and written communication skills, with the ability to clearly explain next steps to patients

• Excellent multitasking and time management skills in a fast-paced environment

• Strong attention to detail and ability to accurately document information in electronic systems

• Experience working within electronic health record (EHR) platforms (Athena experience preferred)

• Comfort navigating multiple systems simultaneously while speaking with patients

• Curiosity and comfort navigating in ambiguity

• Strong problem-solving skills with the ability to remain calm under pressure

• A patient-first mindset with a commitment to compassionate, high-quality service

• Nice to Have:

• Previous experience in patient access, care coordination, referral management, or healthcare scheduling

• Experience supporting telehealth or multi-state care models.

• Bilingual language skills.

📈 Performance Expectations:

• Manage a high volume of daily patient interactions across phone and EHR System

• Complete patient outreach attempts within defined timeframes and documentation standards

• Maintain accurate scheduling and patient record documentation

• Deliver consistent, patient-centered service while balancing efficiency and quality

Pay & Perks:

💻 Fully remote opportunity

🩺 Medical, dental, and vision insurance

📈 401K retirement plan with company match

🏝️ Up to 20 days of PTO per year + company holidays

👶 Up to 14 weeks of parental leave (12 for non-birthing parents)

🏡 Annual work from home stipend for remote employees

knownwell, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Based on current size of the clinic and HIPAA regulation, providers cannot receive care in clinic and provider’s household members cannot receive primary care in the clinic.