[Remote] Operations Manager
Note: The job is a remote job and is open to candidates in USA. SPHERE HEALTH is a pre-launch, direct-to-consumer women's telehealth platform based in Sunny Isles Beach, Florida. The Operations Manager will oversee the day-to-day operations of the platform, focusing on patient support, document management, vendor coordination, and billing processes while ensuring compliance with HIPAA regulations.
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
- Coordinate patient support tooling and help-desk workflows as the platform scales
- Organize and maintain patient records, intake forms, consent documents, and screening results in full HIPAA compliance
- Coordinate 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
- Act as the operational liaison to the contracted medical group and its pharmacy operations for prescription routing, fulfillment status, and patient follow-up
- Coordinate 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
- 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
- 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
Skills
- 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
- Prior experience in a telehealth, women's health, or direct-to-consumer healthcare environment
- Familiarity with lab-based screening workflows, membership billing models, or subscription support
- Experience coordinating pharmacy and laboratory vendors
- Background in patient-facing support or healthcare CRM platforms
Benefits
- 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.
Company Overview