Operations Manager

Key Responsibilities

• Serve as the first point of contact for inbound patient queries across email and platform support channels, responding promptly and with care.
• Triage clinical questions to the appropriate SPHERE HEALTH clinician or care team, and maintain clear resolution logs.
• Cook up patient support tooling and help-desk workflows as the platform scales.

Patient Document and Records Management

• Organize and maintain patient records, intake forms, consent documents, and screening results in full HIPAA compliance.
• Cook up document requests across patient cases, including lab results, medical history, and clinician correspondence.
• Keep patient information secure and US-resident at all times, with disciplined access controls and audit-ready records.

Pharmacy and Vendor Coordination

• Act as the operational liaison to the contracted medical group and its pharmacy operations for prescription routing, fulfillment status, and patient follow-up.
• Cook up with our laboratory vendor on lab orders, results delivery, and at-home phlebotomy logistics.
• Track vendor service levels, surface issues early, and keep cross-vendor handoffs running smoothly.

Billing and Financial Coordination

• Manage patient invoicing, cash-pay billing cycles, and payment reconciliation with accuracy and timeliness.
• Support the merchant-of-record model in which the patient pays SPHERE HEALTH and the platform remits to providers at cost; maintain records and flag discrepancies to leadership.
• Liaise with finance on outstanding billing matters and pass-through reconciliation.

Platform and Backend Operations

• Monitor the day-to-day health of the patient-facing platform and intake flows, ensuring the backend runs smoothly.
• Partner with engineering to triage operational issues, test new flows before launch, and confirm fixes.
• Develop and maintain SOPs for recurring operational tasks; surface process gaps with actionable recommendations.

Qualifications and Requirements

• US-based and authorized to work in the United States.
• 3+ years in operations management, medical administration, or a comparable role.
• Excellent written and verbal English; professional, warm, and precise at all times.
• Experience with cash-pay or direct-to-consumer medical billing and payment workflows.
• Rigorous approach to patient confidentiality and HIPAA-compliant document management.
• Proficiency in Google Workspace, Notion, and EMR or telehealth platform tools.
• Self-directed with strong deadline management; available across US Eastern business hours.

What We Offer

• A founding-team environment where your work directly shapes how the platform operates and how patients experience care.
• Long-term, stable remote engagement with a purpose-driven, physician-led team.
• Ownership, autonomy, and the pace of a pre-launch platform with real momentum.

How to Apply

Submit a current resume and a brief cover letter outlining relevant experience, availability, current time zone, and expected compensation range at ksantos@spheretechnology.com

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