Healthcare Case & Operations Coordinator

Epiarx Concierge PLLC • Washington, DC

7h • $26 - $33 • Onsite

About The Position

EPIARX Diagnostics is a growing private pathology practice serving families, healthcare professionals, attorneys, and other partners through specialized autopsy and pathology services. The Healthcare Case & Operations Coordinator supports the operational work of the practice, coordinating active cases, medical documentation, and administrative functions in its laboratory suite. The work involves sensitive, time-critical circumstances and calls for clear communication, accuracy, initiative, and follow-through.

Working closely with the Operations Team, Medical Director, and leadership, the coordinator manages case workflows from initiation through completion, schedules and logistics, records and follow-ups, and coordination among internal and external stakeholders. The role also supports laboratory administration, inventory, supply preparation, transportation logistics, billing, case closeout, and operational improvements. Training and direction are provided, but the coordinator is expected to manage competing priorities, communicate proactively, and work independently without constant supervision. Prior pathology experience is not required.

This is a full-time, five-day-per-week, in-person, non-exempt hourly position based in Washington, DC. Compensation is $26–$33 per hour, depending on qualifications and experience, approximately $56,160–$68,640 annually based on a 40-hour workweek.

Requirements

• At least 2 years of experience in healthcare administration, case coordination, medical office operations, scheduling, logistics coordination, or a related operational role.
• Demonstrated ability to independently coordinate multiple tasks, stakeholders, or workflows and ensure timely, accurate completion.
• Strong organizational and prioritization skills, including the ability to track deadlines, manage competing demands, and maintain accurate records.
• Excellent written and verbal communication skills for professional interactions with clients, external partners, colleagues, and leadership.
• Strong written accuracy and attention to detail, including the ability to interpret handwritten information, follow detailed instructions, and prepare and proofread structured documentation.
• Proactive problem-solving skills, including the ability to identify missing information, anticipate delays, and resolve routine operational challenges.
• Experience maintaining organized records, tracking supplies or resources, and following established administrative procedures.
• Familiarity with CRM platforms, case management systems, scheduling software, or other digital workflow tools.
• Sound judgment, discretion, and confidentiality when working with sensitive client and medical information.
• Resourcefulness, accountability, and ability to work independently while keeping relevant stakeholders informed.
• Proficiency with Microsoft 365 and comfort learning new systems and using technology to improve operational efficiency.
• A service-oriented mindset and a bachelor's degree or equivalent professional experience.

Nice To Haves

• Experience in a medical practice, pathology or laboratory environment, medical transcription, healthcare case management, patient coordination, funeral services, legal operations, or another professional services setting involving sensitive, deadline-driven work.
• Familiarity with medical terminology, structured clinical documentation, HIPAA requirements, inventory management, and healthcare documentation practices.

Responsibilities

• Coordinate cases from initiation through completion, managing operational workflows, timelines, outstanding requirements, and next steps.
• Manage case scheduling and logistics in coordination with physicians, funeral homes, transportation providers, laboratories, and other external partners.
• Prepare synoptic medical transcriptions by accurately translating the Medical Director's handwritten codes and structured findings into standardized reports using established templates and procedures.
• Maintain accurate case records and tracking systems, including documentation, CRM information, case statuses, and operational details.
• Own case follow-ups and outstanding deliverables by obtaining required records, confirmations, documentation, and updates.
• Coordinate communications among clients, medical professionals, vendors, and internal team members.
• Monitor case progress and identify potential delays, scheduling conflicts, missing information, and operational bottlenecks.
• Manage laboratory suite administration and maintain an organized, properly stocked, operationally prepared workspace.
• Prepare autopsy supply packages according to established procedures and upcoming case needs.
• Maintain laboratory inventory and supply tracking, monitor stock levels, update inventory records, identify shortages, and submit supply orders.
• Support transportation and service logistics, including assignments, schedules, availability, and related operational requirements.
• Support billing and case closeout workflows, ensuring services, documentation, and administrative requirements are tracked and completed.
• Identify opportunities to improve case tracking, communication, documentation, inventory management, and workflow efficiency.
• Assist with administrative projects and evolving practice operational needs.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• 401(k)
• Commuter benefits
• Paid time off
• End-of-year winter break
• Mental-health days
• Birthday leave
• Opportunities for professional growth within an expanding healthcare organization

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level