Patient Travel Coordinator Manager

United StatesRemoteFull-timemid

Administration & Office SupportTravel Coordinator

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Quick Summary

Key Responsibilities

Establish end-to-end operational workflows, departmental guidelines, and training materials. Assign employees to projects, manage personnel, and oversee departmental performance.

Requirements Summary

Bachelor's degree in a relevant field. At least 5 years of experience in patient travel coordination and payment or reimbursement services. Previous experience managing employees, teams,

Technical Tools

Administration & Office SupportTravel Coordinator

We are seeking an experienced Patient Travel Coordinator Manager to lead and develop a global patient travel and reimbursement service supporting clinical trial participants.
In this role, you will oversee the end-to-end coordination of patient travel logistics and expense reimbursement, ensuring a seamless and positive experience for patients.
You will build operational processes, manage a growing team, and establish service standards that prioritize personalized patient care.
Working closely with internal departments, external vendors, and potential clients, you will ensure efficient workflows and high-quality service delivery.
You will also contribute to financial oversight, technology integration, and continuous process improvement.
This is an exciting opportunity to shape a developing service offering while making clinical trial participation more accessible and less burdensome for patients worldwide.

You will lead the development and daily operations of the patient travel coordination department, ensuring effective project management, financial oversight, and exceptional patient support. Your responsibilities will include:

Establish end-to-end operational workflows, departmental guidelines, and training materials.
Assign employees to projects, manage personnel, and oversee departmental performance.
Review clinical trial protocols and visit schedules for new project bids to ensure proposed services align with patient populations and anticipated needs.
Present service capabilities to prospective clients and support the preparation and defense of project bids.
Coordinate and streamline internal cross-functional workflows and external vendor procedures.
Develop financial tracking, budgeting, and reporting tools to monitor departmental spending.
Ensure vendor invoices are received monthly, accurately recorded, and submitted through the accounting system for payment.
Coordinate with Travel and Finance teams to manage expenditures and ensure sufficient funding for payment accounts.
Oversee technology enhancements and system integrations, ensuring implementation within required timelines.
Assess departmental processes, identify improvement opportunities, and implement more efficient workflows.
Evaluate staff capacity against the anticipated project pipeline and develop short- and long-term workforce plans.
Recruit, onboard, and train new team members as the service expands.
Maintain clear, effective communication across teams, vendors, and stakeholders.
Provide occasional evening or weekend assistance for urgent patient travel situations.
Take on additional projects and responsibilities as required.

Requirements

~1 min read

The ideal candidate is an enthusiastic and patient-focused leader with extensive experience in travel coordination, reimbursement services, and healthcare or clinical research operations. You should bring:

Bachelor's degree in a relevant field.
At least 5 years of experience in patient travel coordination and payment or reimbursement services.
Previous experience managing employees, teams, or departmental operations.
Strong knowledge of international travel logistics, infrastructure, and associated cost drivers.
Understanding of the pharmaceutical and clinical research industries, including the impact of clinical trial participation on patients and the importance of patient support services.
Previous experience working in a clinical research or healthcare environment.
Strong organizational and time management skills, with the ability to manage multiple projects, priorities, and deadlines simultaneously.
Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
Excellent communication, coordination, and problem-solving abilities.
A proactive, determined, and adaptable mindset, with enthusiasm for developing a new service offering.
A collaborative attitude, genuine commitment to supporting patients, and strong interpersonal skills.
Spanish language proficiency is an advantage but is not required.
Flexibility to provide occasional evening or weekend support for patient travel emergencies.