Office Assistant - Patient Experience Coordinator

About the Company

BestLife Holdings, Inc. (BestLife) is the global leader in the Performance Health Age Management industry. With over 200 million men and women over the age of 30 in the US experiencing common but overlooked or under-treated health issues related to aging, we are laser-focused on building a category-defining platform that enables healthy aging at scale.

Cenegenics, the leader in longevity medicine designed to reverse aging, is the company at the core of the BestLife portfolio. Sitting at the intersection of data, technology and metabolic science, its foundational offering is a comprehensive whole body analysis coupled with a highly personalized Performance Health Age Management membership program designed to help men and women achieve their peak cognitive, physical and metabolic health. In 2024, the company will be celebrating 27 years of service for 43,000+ people.

About the Role

The Patient Experience Coordinator (PEC)/Office Manager is the initial point of contact for our patients. The primary role is to ensure our patients have an exceptional 5-star experience. The PEC assists patients by providing clinical and business office support, as needed. This position is administrative in nature. As such, the PEC is responsible for tracking and scheduling consultations for follow up appointments, meeting with Center physicians, health performance coach and Patients, answering phones, emails/texts, ordering patient lunches and assisting in the closing-out of consultations to deliver a seamless client experience. The PEC supports Center Key Performance Indicators (KPIs) as it relates to the business and sales/retail components, processes patient requests and maintains/updates files with Electronic Medical Record (EMR).

What you will be doing

• Maintain patient information in compliance with HIPAA regulations and state and federal statutes regarding the retention and storage of Protected Health Information (PHI)
• Receive and process orders from patients. i.e., Prescription and/or over the counter (OTCs)/(Nutraceuticals)
• Maintains calendar appointments in accordance with the center physician
• Completes records by recording patient examination, treatment, and test results
• Track consultations and take appropriate action when there is no response
• Perform admin tasks such as scanning, filing, data entry, and answering phones
• Office maintenance and coordination to include: arranging office repairs and compliance with vendors, managing pick-ups/ deliveries, ordering and refilling office supplies (i.e. patient snacks, restroom supplies, etc.) and ensuring the office is presentable to all patients at all times. This may entail emptying trash and light housekeeping duties throughout the office
• Schedule lab reviews and patient follow-ups virtually and/or in-person
• Completes records by recording patient examination, treatment, and test results
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations
• Supports Center Key Performance Indicators (KPIs)
• Collaborate internally with key cross-functional teams to brainstorm and develop the business
• Execute with Excellence: lead team to implement and execute all corporate initiatives, while delivering a positive Patient Experience
• Any other assigned administrative duties as required

What you bring to the table

• A relationship builder with high EQ and collaboration and communication skills that allow you to be effective at influencing a variety of stakeholders, including physicians
• Demonstrate a self-starter mentality with a roll of your sleeves and get things done, making tangible impacts to our collective success (nothing is beneath you)
• Relentlessly focused on optimization (entrepreneurial spirit), reaching our goals
• Familiarity with HIPAA compliance and healthcare best practices (nice to have)
• Must possess judgment, strong worth ethic, professionalism, and integrity
• Understanding of basic math functions including division, multiplication, and percentages
• Punctual attendance and ensures work responsibilities are covered when absent
• Demonstrated accuracy and thoroughness in execution of assigned tasks
• Knowledge and experience with people, technical operations, and software (Salesforce a plus)
• Naturally curious with a strong desire to learn
• High School diploma or GED
• 2+ years of client and/or patient facing sales/retail or service industry experience, with demonstrated responsibilities within administrative or operational support roles
• Ability to maintain strict confidentiality regarding sensitive patient information and proprietary information
• Must be professional, neat, and well-groomed in appearance
• Commitment to valuing diversity and contributing to an inclusive work environment

What we value

• Family – we are a team that takes care of one another and helps each other perform at our best
• Possibilities – we make the impossible possible. To our members we say, “We can make that work”
• Excellence – in everything we do, big and small, we do it right – consistently
• Integrity – we speak up and do the right thing
• Collaboration – new ideas are best actioned together
• Diversity – different backgrounds and perspectives better everything we do
• Innovation – out of the box thinking happens every day here!
• Respect – we celebrate and admire the experience and expertise of our teammates

Investments in your health

• Competitive compensation
• 100% employer-paid employee medical, dental, vision premiums
• Health Savings Account with company contributions
• Two Employee Assistance Plans (EAP)
• Group paid life insurance and short-term disability
• Supplemental insurance elections
• Paid vacation and sick time
• Education assistance program
• Paid volunteer time off and team events
• 401(k) with company match
• Gym dues reimbursement
• Other great perks and benefits

BestLife is an Equal Opportunity Employer

BestLife policy is not to discriminate against any applicant or employee based on actual or perceived—or association with others of an actual or perceived—race, color, religious creed, sex or gender, national or ethnic origin, age, physical or mental disability, medical condition (including pregnancy, childbirth, and related conditions), genetic information, gender identify or expression (including transgender status), sexual orientation, marital status, veteran status, citizen or immigration status or any other basis protected by federal, State, or local laws. BestLife also prohibits harassment of applicants and employees based on any of these protected categories.

BestLife participates in E-Verify

Not sure if this is you?

If you don’t meet 100% of the above qualifications, you should still consider applying. We carefully consider every application, and will either move forward with you, find another team that might be a better fit, keep in touch for future opportunities, or thank you for your time.

Job Type: Full-time

Pay: $21.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• Are you able to work on-site 40+ hours per week?
• Will you now, or in the future, require sponsorship for employment visa status (e.g. H-1B visa status)?
• What are your salary expectations?
• Do you have experience with sales consultations?
• Do you have prior customer services experience in the healthcare industry?
• Do you have 2+ years experience managing the day to day operations of a healthcare practice?

Ability to Relocate:

• New York, NY: Relocate before starting work (Required)

Work Location: In person