Physician Operations Coordinator

About the role

We're looking for a Physician Operations Coordinator to join our growing Physician Operations team as the first dedicated hire in a newly developing department. This is a remote-first, operations-focused role. Most of your time will be spent supporting centralized provider onboarding, administration, tracking, and follow-up for our Community Research Engagement (CRE) program.

You'll help move provider and patient-related work forward by maintaining accurate trackers, working in program portals, following up on outstanding items, coordinating with Recruitment and other departments, and creating clear provider-facing materials. You'll be expected to take ownership of assigned work, think critically, and follow tasks through to completion without repeated reminders.

From time to time, you may also support in-person provider relationship development in regions that do not yet have a dedicated Regional Coordinator. Travel is expected to be limited initially and will vary based on program needs, with Canada as the near-term priority and occasional travel to the United States. A valid passport and willingness to travel are required. Eligible business travel will be reimbursed in accordance with company policy.

This role reports directly to the Physician Operations leader and is well suited to someone who enjoys building structure, managing multiple open items, and working in a new and evolving function. As the team grows, the balance between centralized operations and occasional field support may change.

What you'll do

• Provider Onboarding: Support the full new-provider onboarding workflow by confirming records, tracking contract and data-agreement signatures, sending approved documents through DocuSign when required, sharing welcome materials, and keeping the CRE tracker current. Contract drafting, negotiation, and legal coordination remain with the hiring manager, though this may expand as the role grows. 
• Provider and Program Follow-Up: Support regular provider follow-up, respond to assigned requests in a timely manner, track open items, and communicate when work has been completed or requires escalation.
• CRE Patient Tracking: Maintain patient referral records, work in applicable portals, coordinate with Recruitment to confirm that referred patients are contacted, and help move outstanding activity forward.
• Cross-Departmental Coordination: Follow up on outstanding contracts, payments, lead status, and operational questions across Legal, Finance, Business Development, Recruitment, and other teams so that work does not stall.
• Data, Dashboards and Systems: Maintain accurate spreadsheets, dashboards, raw-data trackers, provider records, and patient-level referral information. Help build or improve trackers and workflows using available technology and AI-supported tools.
• Program Materials and App Support: Create and update clear provider- and patient-facing one-pagers and other program materials and provide basic back-end support for the CRE program's app or related systems.
• Regional Business Development: In regions without a dedicated Coordinator, identify and build in-person relationships with new community providers using our standard qualification process.
• Travel & Field Presence: Travel as needed to support provider relationships and business development, with near-term focus on Canada.
• Reporting and Visibility: Give your manager regular visibility into provider activity, patient-referral status, outstanding items, risks, and next steps.

You Might Be a Great Fit If You: 

• Have experience independently managing multiple external relationships, accounts, projects, or a comparable caseload while keeping several open items moving at once.
• Take initiative, think critically, and follow assignments through to completion without repeated reminders.
• Are highly organized, responsive, and comfortable managing competing priorities in a changing environment.
• Are comfortable maintaining spreadsheets, dashboards, portals, trackers, and sensitive records accurately.
• Are technologically confident and able to learn new systems and use available tools, including AI-supported tools, to build or improve trackers and workflows.
• Communicate clearly and professionally with providers, colleagues, and other external partners, both remotely and in person.
• Are comfortable in a role that is primarily operational but may occasionally include provider outreach, relationship development, or field support.
• Are willing and able to travel within Canada and occasionally to the United States when program needs require it, and hold a valid passport.
• Have experience in healthcare, clinical research, provider relations, business development, customer success, or another regulated and relationship-driven industry; this is an asset but not a requirement.
• Speak English fluently. French-language skills are an asset but are not required.
• Are comfortable helping build a new department and adapting as the Physician Operations team grows.