Medical Operations Coordinator

About the role

Expert Institute is looking for a strategic lateral thinker and detail-oriented Coordinator of Medical Research Operations. In this role, you will play a critical part in supporting administrative operations, streamlining medical record workflows, maintaining crucial team resources, and tracking key case metrics. The ideal candidate thrives in a fast-paced environment, excels at clear communication, and takes initiative in documenting processes to help our team run smoothly. Ultimately, this role is vital in ensuring that all medical data is organized, verified, and ready for high-level clinical and/or legal use.

What You'll Do

• Record Retrieval & Tracking: Acquire medical records/imaging promptly.
• Process Monitoring: Monitor daily and weekly operational reports to ensure records are moving efficiently through the pipeline and flag potential bottlenecks.
• Team Info Drive Maintenance (Internal): Maintain, organize, and update the medical team's shared cloud drive to ensure all reference materials, templates, and documents are current and easy to navigate.
• Pamphlet & Collateral Updates (External): Regularly review and update medical team pamphlets, informational handouts, and external collateral to reflect current services and compliance standards.
• Guide & Video Creation: Develop comprehensive, easy-to-follow training guides for administrative workflows.
• Visual Documentation: Record engaging video walkthroughs (e.g., via Loom or screen capture software) to supplement written manuals and assist with onboarding new team members.

Qualifications

• Familiarity with cloud storage systems (Google Drive, SharePoint, or similar).
• Experience using screen recording tools (Loom, Camtasia, Zoom) to create instructional content.
• Proficiency in Microsoft Office / Google Workspace and electronic record/CRM systems.
• Excellent written and verbal communication skills for professional outreach.
• Superior attention to detail and strong time-management skills with a track record of monitoring deadlines and multitasking.
• Basic understanding of HIPAA regulations and patient data privacy standards.