Executive Clinical Coordinator

About Us

At Terrain Health, we are a leading private Functional and Integrative Longevity medical practice dedicated to delivering personalized, high\-quality medical services. We specialize in cutting\-edge peptide therapies, IV nutrition, and wellness protocols that transform lives. Our team is professional, innovative, fun, and deeply passionate about patient\-centered care. We are seeking a dynamic, empathetic, and highly organized professional to join us in a pivotal hybrid role that combines high\-level executive support, clinical peptide program coordination, and comprehensive patient services management.

Role Overview

This full\-time, on\-site Executive Clinical Coordinator position is a unique hybrid role merging executive administrative excellence with front\-line patient services and specialized peptide program oversight. You will serve as the right hand to our leadership team while acting as the primary point of contact for patients, ensuring seamless operations in a fast\-paced, mission\-driven private practice. This is an ideal opportunity for a self\-motivated healthcare administrative professional who thrives in a modern, lively environment and is passionate about functional medicine, longevity, and exceptional patient experiences. No corporate bureaucracy — just personalized medicine and real impact.

Key Responsibilities

Executive Support

• Manage executive calendar, scheduling, email triage, and professional correspondence (including confidential documentation)
• Coordinate travel, podcast/media appearances, interviews, and all related logistics
• Prepare presentations, slide decks, patient materials, and reports
• Maintain executive organization systems for documents, priorities, and daily operations
• Capture organic social media content (photos, videos, patient success stories with full consent and HIPAA compliance) for authentic posting on Instagram, LinkedIn, and Facebook

Peptide Therapy Program Coordination

• Educate patients on recommended peptides, protocols, benefits, and usage guidelines
• Discuss program costs and details compassionately and clearly
• Ensure prescriptions are sent to the correct compounding pharmacy and track fulfillment
• Manage refills, timely reminders, and follow\-up communications
• Troubleshoot logistics (shipping, pharmacy questions, supply issues)

Patient Services \& Front\-Office Operations

• Answer and triage all patient phone calls, emails, and portal messages
• Schedule appointments and process medical records requests
• Handle patient check\-in/out, payment collection, and prior\-authorizations
• Assist medical assistants and nursing staff with chart preparation, obtaining lab/diagnostic results, vitals, and rooming patients as needed
• Oversee day\-to\-day office operations under the direction of the COO, including ordering supplies, and managing facility cleanliness and presentation

Shared Leadership \& Compliance

• Maintain strict HIPAA compliance and the highest standards of patient confidentiality
• Act as the bridge between patients, providers, and administrative functions to deliver an outstanding experience
• Address patient concerns, ensure satisfaction, and escalate issues appropriately
• Support overall practice success in a collaborative, growth\-oriented environment

Qualifications \& Skills

• Minimum 3 years of administrative experience in a medical office or healthcare setting (MUST have healthcare background — non\-healthcare applicants will not be considered)
• 2\+ years of pharmacy experience strongly preferred (compounding, functional medicine, or wellness setting a plus)
• Strong interest or prior exposure to peptide therapies, IV nutrition, or functional/integrative/longevity medicine is a significant advantage
• Bachelor’s degree or equivalent combination of education and experience
• Exceptional organizational skills, attention to detail, and ability to multitask in a fast\-paced environment
• Outstanding written and verbal communication skills with a warm, professional, and empathetic demeanor
• Excellent customer service, interpersonal, analytical, and critical\-thinking abilities
• Proficiency in Google Workspace; experience with EMR systems required
• Passion for longevity medicine, wellness, and being a true team player who is ready to work hard, learn, and grow

What We Offer

• Competitive full\-time compensation (salary commensurate with experience)
• Comprehensive benefits package
• Opportunity to work directly with a pioneering functional medicine leader in a growing private practice
• Exposure to cutting\-edge therapies and the ability to make a meaningful difference in patients’ lives
• Supportive, mission\-driven team in a modern, lively atmosphere with growth opportunities and wellness focus

Benefits

• Health insurance
• Dental insurance
• Paid time off (PTO)
• Free parking
• Casual work attire
• Wellness programs

Work Location: In person – Wilton, CT (no remote option)

How to Apply

If you are a healthcare administrative professional with a genuine passion for functional and integrative medicine and want to be a core member of our team, please submit your resume and a cover letter outlining your relevant experience. We look forward to hearing from you!

This is not an exhaustive list — additional responsibilities may be assigned as needed. Terrain Health is an equal opportunity employer.

Pay: $20\.00 \- $30\.00 per hour

Benefits:

• Dental insurance
• Free parking
• Health insurance
• Paid time off

Experience:

• Healthcare: 3 years (Required)
• Pharmacy: 2 years (Preferred)

Work Location: In person