Healthcare Case & Operations Coordinator

Description

Case Coordination. Medical Documentation. Laboratory Operations. Real Ownership.

Full-Time | Washington, DC | In-Person | $26–$33/hour (Non-Exempt)

We're looking for a highly organized, resourceful operations professional who enjoys coordinating complex workflows, solving problems, and ensuring important work gets done accurately and on time.

EPIARX Diagnostics is a growing private pathology practice serving families, healthcare professionals, attorneys, and other partners through specialized autopsy and pathology services.

Our work often involves sensitive, time-critical circumstances where effective coordination, clear communication, and attention to detail make a meaningful difference.

One opportunity to take ownership of the operational work that keeps a growing medical practice moving forward.

Working closely with the Operations Team, Medical Director, and leadership, you'll coordinate active cases, support medical documentation, and manage essential administrative functions within our laboratory suite.

This isn't simply a position for processing paperwork or updating records. We want someone who can take ownership of cases, anticipate obstacles, coordinate multiple stakeholders, and independently drive work toward completion.

You don't need prior pathology experience—just the organizational skills, judgment, initiative, and willingness to learn the specialized processes behind our services.

What You'll Do

• Coordinate cases from initiation through completion, managing operational workflows, timelines, outstanding requirements, and next steps.
• Manage case scheduling and logistics, coordinating with physicians, funeral homes, transportation providers, laboratories, and other external partners.
• Prepare synoptic medical transcriptions, 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, ensuring documentation, CRM information, case statuses, and operational details remain complete and current.
• Own case follow-ups and outstanding deliverables, proactively obtaining required records, confirmations, documentation, and updates.
• Coordinate communications across stakeholders, serving as a reliable operational point of contact for clients, medical professionals, vendors, and internal team members.
• Monitor case progress and identify potential delays, anticipating scheduling conflicts, missing information, or operational bottlenecks before they disrupt services.
• Manage laboratory suite administration, maintaining an organized, properly stocked, and operationally prepared workspace.
• Prepare autopsy supply packages, assembling and organizing required materials according to established procedures and upcoming case needs.
• Maintain laboratory inventory and supply tracking, monitoring stock levels, updating inventory records, identifying shortages, and submitting supply orders.
• Support transportation and service logistics, coordinating assignments, schedules, availability, and related operational requirements.
• Support billing and case closeout workflows, helping ensure services, documentation, and administrative requirements are properly tracked and completed.
• Contribute to operational improvements, identifying opportunities to strengthen case tracking, communication, documentation, inventory management, and workflow efficiency.
• Assist with broader practice operations, supporting administrative projects and evolving operational needs as EPIARX continues to grow.

You'll receive training and direction, but we'll expect you to manage competing priorities, communicate proactively, and follow through without constant supervision.

Requirements

What We're Looking For

We're looking for an operations-minded professional with excellent organizational skills, sound judgment, and demonstrated experience coordinating people, information, and time-sensitive workflows.

You should bring:

• 2+ years of experience in healthcare administration, case coordination, medical office operations, scheduling, logistics coordination, or a related operational role.
• Demonstrated experience independently coordinating multiple tasks, stakeholders, or workflows, with accountability for timely and 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, including professional interactions with clients, external partners, colleagues, and leadership.
• Strong written accuracy and attention to detail, with the ability to interpret handwritten information, follow detailed instructions, and accurately prepare and proofread structured documentation.
• A proactive approach to problem-solving, with 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 the 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.

Especially valuable: 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 is also beneficial.

We value demonstrated ownership, reliable execution, and the ability to learn over experience with every responsibility listed.

Compensation & Benefits

$26–$33 per hour, depending on qualifications and experience (approximately $56,160–$68,640 annually based on a 40-hour workweek).

This is a full-time, five-day-per-week, in-person, non-exempt (hourly) position based in Washington, DC.

Benefits include health, dental, and vision insurance; 401(k); commuter benefits; paid time off; end-of-year winter break; mental-health days; birthday leave; and opportunities for professional growth within an expanding healthcare organization.

How to Apply

Please submit your résumé and a brief cover letter (one page maximum) addressing the following:

1. Operational Judgment & Prioritization: Imagine you're coordinating several active cases when an urgent scheduling change arises, a physician needs documentation completed, and a required supply item is unexpectedly unavailable. How would you assess priorities, organize your next steps, and ensure nothing falls through the cracks?
2. Understanding EPIARX & Operational Initiative: Briefly review our website at www.epiarx.com. Based on your understanding of our services and operations, identify one operational process, system, or initiative you would be interested in improving or developing. Explain your reasoning and how you might approach it.

We're interested in your independent thinking, practical judgment, and ability to approach unfamiliar challenges thoughtfully. Prior pathology experience is not required.

Selected candidates may be asked to provide additional materials, including transcripts, a video response, or other relevant materials. Finalists may complete a compensated practical assessment.

Salary Description

$26–$33/hour (OT Eligible)