Applicant Operations Specialist (Healthcare/Migraine Center) - A142

Industry: Healthcare / Patient Operations / Telehealth

Work Arrangement: Fully Remote

Job Type: Full-time

Work Schedule: Monday–Friday, aligned with U.S. Pacific Time business hours

Locations:

• Philippines (preferred)
• LATAM (Mexico, Colombia, Argentina, Brazil)
• Other remote regions with excellent English communication and healthcare experience

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.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?
At Pearl, we’re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

About the Company

Our client is a fast-growing U.S.-based healthcare organization providing virtual specialty care for patients with chronic neurological conditions such as headaches and migraines. The company focuses on delivering compassionate, evidence-based treatment through telehealth, combining clinical expertise with modern technology to make quality care more accessible and efficient.

Their mission is to simplify patient access to specialized medical care—ensuring every individual receives the guidance, support, and coordination needed throughout their health journey.

Role Overview

We’re hiring an Applicant Operations Specialist to support patient intake and onboarding for a leading U.S. telehealth provider.
In this role, you’ll conduct introductory calls with prospective patients, explain the company’s services, and guide them through scheduling and follow-up steps with empathy and professionalism.

You’ll ensure a smooth, reassuring onboarding experience while maintaining high standards of accuracy and responsiveness across all communications.

Your Impact

You’ll serve as the first point of contact for patients seeking care, helping them understand available services and guiding them through their first steps in treatment. Your role is critical in setting the tone for a positive, patient-centered experience—driving trust, engagement, and continuity of care.

Core Responsibilities

Patient Intake & Consultation – 40%

• Conduct 1-on-1 Zoom calls with prospective patients to introduce the company’s services.
• Accurately record patient details, symptoms, and initial notes into internal systems.
• Demonstrate empathy and professionalism during every interaction.

Scheduling & Coordination – 30%

• Schedule patient appointments and manage next steps in the onboarding process.
• Assist patients with rescheduling and follow-ups to ensure a seamless experience.
• Maintain organized scheduling records and update information in real time.

Patient Support & Communication – 20%

• Provide clear, compassionate communication and answer patient inquiries.
• Escalate clinical or administrative issues to the appropriate departments when necessary.
• Follow up to confirm appointments, clarify information, or complete missing details.

Operational Collaboration & Reporting – 10%

• Collaborate with internal teams to ensure smooth transitions between departments.
• Track and complete daily assigned tasks within CRM or scheduling tools.
• Identify and suggest process improvements to enhance patient experience and operational flow.

Must-Have (Required):

• 1–3 years of experience in patient intake, telehealth coordination, or healthcare operations.
• Hands-on experience with CRM or scheduling platforms (e.g., Zendesk, Athena, or Calendly).
• Excellent English communication skills, both written and verbal.
• Strong interpersonal skills; confident leading live Zoom calls with patients.
• Reliable attention to detail and ability to manage multiple interactions daily.
• Tech-savvy and organized; capable of working independently in a remote setup.

Nice-to-Have (Preferred):

• Background in healthcare administration, patient advocacy, or customer success.
• Familiarity with HIPAA compliance and clinical terminology.
• Previous experience in telehealth or healthcare startups.
• Adaptability in evolving processes and fast-paced healthcare settings.

Tools Proficiency

Required:

• Communication Tools: Zoom, Slack, Gmail
• Scheduling Tools: Calendly or equivalent
• CRM / Patient Management Systems: Zendesk, Airtable, or Athena
• Productivity Tools: Google Workspace (Docs, Sheets, Drive)

Preferred:

• Notion or Asana for task tracking
• Healthcare CRM or EMR systems for patient management