Licensing and Operations Coordinator

About the role

This is an exciting opportunity to join an innovative team in a rapidly expanding digital health environment. Join us in transforming how people access and experience healthcare. As part of our growing team, we are seeking a detail-oriented and highly motivated Licensing & Operations Coordinator to support both provider licensing processes and clinical operations. You will play a pivotal role in ensuring compliance, managing operational efficiency, and supporting our patient-facing teams.

This is a full time, permanent role with home-based working and the successful candidate must be a permanent resident in the US. The role may also include occasional travel to our US offices in Florida. You will report directly to our US Operations Manager.

What you’ll be doing in the role

Licensing and Compliance Management

• Oversee and manage the prescriber licensure of our Physicians and Nurse Practitioners, ensuring compliance with applicable states and accuracy of details
• Research and update protocols for licensure requirements
• Interact with state licensing boards to track the status of applications and renewals
• Assist with regular license audits and ensure provider compliance with state-by-state practice agreements
• Build and maintain strong relationships with providers and state medical boards to facilitate smooth licensing processes.

Operations and Efficiency Management

• Own and manage staff rotas / scheduling, ensuring optimal team coverage across multiple clinical areas to meet service SLAs
• Proactively solve resource gaps, monitor daily performance metrics (e.g., orders on hold), and adjust resources to optimize operations
• Ensure accurate record-keeping, including team timesheets and regulatory compliance
• Support patient-facing teams with onboarding, non-clinical queries, and managing audits and training requirements for clinicians
• Working with the US Operations Manager, drive service improvement projects and work on enhancing the overall patient experience.

What you will bring to HeliosX

• Prior experience in a clinical licensing coordination role
• Familiarity with state licensing boards and clinical compliance requirements
• Strong verbal and written communication skills, capable of interacting effectively with stakeholders at all levels
• Self-starter with the ability to work independently, thrive in a fast-paced environment, and adapt quickly to changing priorities
• Extremely detail-oriented, analytical, and organized, with excellent time management skills
• Proficiency in Google Suite (Docs, Slides, Sheets) or Microsoft Office (Word, Powerpoint, Excel) tools
• Ability to work independently and manage responsibilities across multiple US timezones
• Prior experience in a telemedicine business or working closely with clinicians would both be considered an advantage.

Why work with us?

At HeliosX, we want to improve healthcare for everyone, and to do this we need a team of brilliant people who share that ambition. We are currently a diverse team of engineers, scientists, clinical researchers, physicians, pharmacists, marketeers, and customer care specialists committed to our mission - but we need more talented folks to join us, if we want to achieve our global ambitions!

Aside from working with our all-star team, here are the other benefits of coming on board:

• Generous equity allocations with significant upside potential
• 12 days of Paid Time Off (not including 6 days paid holiday)
• Private Medical Insurance with United Healthcare
• Dental and Vision Care coverage with Guardian
• Enhanced parental leave
• Employer retirement contribution of 3% match through Guideline 401(k)
• Headspace subscription, with an option to add up to 5 friends or family
• Equipment needed for your role, ie. laptop and headset
• Free Kindle ebooks, and Audible subscription
• Access free HeliosX products and enjoy family discounts

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