👋 Meet knownwell, weight-inclusive healthcare for all. Join a dynamic company that is changing the way obesity care is delivered. We offer weight management, primary care, nutrition counseling, and health coaching. Our care model combines in-clinic and virtual care to bring support to patients where and when they need it.

Backed by $50M in funding—including a $25M round led by CVS Health Ventures with support from a16z Bio + Health, Flare Capital, MassMutual, and Intermountain Ventures—we’re scaling fast and expanding access to evidence-based obesity care nationwide.

🔍 We are looking to build our team with a Patient Experience Coordinator, who will be the first point of contact for customers seeking assistance or information regarding our services. This position is open to candidates across the U.S. who are looking for a role that operates on Pacific hours. Your primary responsibility will be to efficiently address customer inquiries, resolve problems, and provide accurate information in a professional and courteous manner. You will utilize excellent communication skills, patience, and problem-solving abilities to ensure satisfaction and maintain positive relationships with our patients.

Hours of Operation: Monday - Friday, 11:00am - 8:00pm ET

🎯 You Will:

• Manage high-volume inbound and outbound patient calls while providing professional, empathetic support

• Schedule, reschedule, and modify patient appointments across multiple care services while ensuring accuracy and efficiency

• Conduct proactive outreach to patients to coordinate care recommended by providers, including follow-up visits, referrals, and specialty services

• Review patient requests, provider orders, and referral information to ensure timely scheduling and appropriate next steps

• Accurately document all patient interactions, outreach attempts, and scheduling outcomes within the electronic health record (EHR)

• Leave clear, detailed voicemail messages and track follow-up attempts according to established outreach protocols

• Assist new patients with onboarding tasks, including app access and appointment preparation

• Monitor multiple patient service queues to ensure requests are resolved within established service level timelines

• Escalate clinical questions, urgent concerns, or complex cases to the appropriate care team when necessary

• Maintain a high level of service quality while meeting productivity expectations related to call handling, documentation, and patient follow-up

• Work collaboratively with clinical teams, operations staff, and leadership to ensure a seamless patient experience

• Follow standardized workflows and documentation requirements to maintain operational consistency and compliance

🌟 You Have:

• High school diploma or equivalent (required)

• 5+ years of experience in medical scheduling, patient access, or healthcare call center environments; large academic health center experience strongly preferred

• Strong verbal and written communication skills, with the ability to clearly explain next steps to patients

• Excellent multitasking and time management skills in a fast-paced environment

• Strong attention to detail and ability to accurately document information in electronic systems

• Experience working within electronic health record (EHR) platforms (Athena experience preferred)

• Comfort navigating multiple systems simultaneously while speaking with patients

• Curiosity and comfort navigating in ambiguity

• Strong problem-solving skills with the ability to remain calm under pressure

• A patient-first mindset with a commitment to compassionate, high-quality service

+ Nice to Have:

• Previous experience in patient access, care coordination, referral management, or healthcare scheduling

• Experience supporting telehealth or multi-state care models.

• Bilingual language skills.

📈 Performance Expectations:

• Manage a high volume of daily patient interactions across phone and EHR System

• Complete patient outreach attempts within defined timeframes and documentation standards

• Maintain accurate scheduling and patient record documentation

• Deliver consistent, patient-centered service while balancing efficiency and quality

Pay & Perks:

💻 Fully remote opportunity

🩺 Medical, dental, and vision insurance

📈 401K retirement plan with company match

🏝️ Up to 20 days of PTO per year + company holidays

👶 Up to 14 weeks of parental leave (12 for non-birthing parents)

🏡 Annual work from home stipend for remote employees

knownwell, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Based on current size of the clinic and HIPAA regulation, providers cannot receive care in clinic and provider’s household members cannot receive primary care in the clinic.

👋 Meet knownwell, weight-inclusive healthcare for all. Join a dynamic company that is changing the way obesity care is delivered. We offer weight management, primary care, nutrition counseling, and health coaching. Our care model combines in-clinic and virtual care to bring support to patients where and when they need it.

Backed by $50M in funding—including a $25M round led by CVS Health Ventures with support from a16z Bio + Health, Flare Capital, MassMutual, and Intermountain Ventures—we’re scaling fast and expanding access to evidence-based obesity care nationwide.

The Senior Manager, Contact Center owns our inbound patient contact function and is the operational leader who takes our contact center to the next level. This is a build-and-run role: you'll structure the team, design role specialization as we scale, drive cross-functional process development, and own the systems, quality, and workforce planning and scheduling that keep a growing contact center performing day after day. You're ready to hit the ground running and bring proven playbooks, but you're also hands-on, with no task too small, willing to work the floor while the team is small and the systems are still being built. If something breaks you don't wait to be told how to handle it. You can figure out what needs to happen, execute, and build the process that prevents it from recurring.

This is an opportunity to truly build and shape a function, not inherit a finished one. You'll report to the Director of Central Operations, lead a growing inbound team, work cross-functionally to establish clear protocols, standards, and handoffs, and build much of this function's structure and culture from the ground up.

Responsibilities:

Team Structure & Scaling

• Structure the inbound team to reach the next level — moving beyond a generalist structure into clear, scalable, specialized roles as volume grows rapidly month over month.

• Establish protocols, scripting, and escalation pathways — set clear standards and priorities and identify gaps that need clarity; the Team Lead runs daily floor coverage, training, and first-line escalation against them.

• Build and own shift schedules across the PEC team, aligning staffing to forecasted call volume and patterns of demand.

• Plan for and adjust to shrinkage — both planned and unplanned (PTO, training, absences, attrition), reallocating coverage in real time to protect service levels.

• Forecast staffing needs and surface headcount gaps to the Director of Central Operations with data to support the case.

• Partner with the Patient Outreach & Engagement Manager to define shared practices, mutual redundancy, and clean hand-offs across inbound and outbound.

Service Levels, KPIs & the Patient Experience

• End-to-end ownership of contact center performance — service levels, queue KPIs (abandonment rate, wait time, handle time), and patient satisfaction (CSAT). You own the number, not just the activity.

• Reporting and dashboards that give the team and leadership real visibility into trends — and that you use to manage proactively.

• Final point of operational escalation for complex, systemic floor issues.

IVR, Queue & Telephony Configuration

• Own configuration of the IVR, call routing logic, and queue structure, ensuring patients reach the right resource efficiently.

• Assign coordinators to queues and skills based on competency, volume, and SLA priorities, and adjust dynamically as conditions change.

• Partner with third-party vendors (e.g., Zoom Contact Center, after-hours nurse services) to optimize configuration and resolve technical issues.

Quality, Coaching & People

• Inbound PEC performance and development — set QA standards and coaching priorities, run consistent reviews, and make people decisions, in partnership with the Team Lead.

• Translate QA findings into targeted coaching, retraining priorities, and process changes.

Cross-Functional Process Development

• Drive process development across functions — design and document workflows and SOPs that scale, and partner across teams to fix root causes, not just symptoms.

• Upstream fixes — spot recurring themes in patient questions and complaints, quantify the impact, and turn them into data-backed recommendations that reduce volume at the source.

Qualifications:

• 7+ years in contact center / customer or patient experience operations, including 3+ leading and structuring a team - ideally in healthcare or another regulated, patient- or customer-facing environment.

• A proven builder — you've structured teams, designed role specialization, and led cross-functional process development, and you bring playbooks you can put to work on day one.

• Deep fluency in the mechanics of a contact center: SLAs, workforce management, IVR/queue configuration, QA, and the analytical instincts to manage to KPIs and diagnose issues from data.

• Hands-on and humble about it — no task too small; you'll work the floor while the team is small and the systems are being built, then scale yourself out of it.

• You think and act like an owner, you're restless about quality, and you genuinely care about the patients your team serves.

• Familiarity with healthcare contact center operations platforms (e.g., EHR, IVR, Voice AI) strongly preferred.

We offer a comprehensive benefits package (Medical, Dental, Vision, 401k match, PTO), competitive salary and the opportunity to be part of a purpose-driven organization that is dedicated to making a positive impact on the lives of patients.

Pay & Perks:

🏠🏢 Hybrid Opportunity

🩺 Medical, dental, and vision insurance

📈 401K retirement plan with company match

🏝️ Up to 20 days of PTO per year + company holidays

👶 Up to 14 weeks of parental leave (12 for non-birthing parents)

🏡 Annual work from home stipend for remote employees

knownwell, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Based on current size of the clinic and HIPAA regulation, providers cannot receive care in clinic and provider’s household members cannot receive primary care in the clinic.