BIO-R® Team Coordinator

BIO-R® is one of the three core pillars of Kusnacht Practice. The BIO-R® Team Lead provides dedicated process, administrative, and operational support to the BIO-R® Team. The role ensures the correct implementation of the BIO-R® Methodology as well as the smooth operations of the BIO-R® Department. The position requires a high level of organisation, accuracy, confidentiality, flexibility and a service-oriented approach in a dynamic clinical environment.

BIO-R® Methodology: Knowledge and oversight 

• Maintain a comprehensive understanding of the documented BIO-R®Methodology and all steps, responsibilities and documents required for its implementation across BIO-R® Doctors, Nutritionists, and all other relevant team members.
• Oversee and ensure consistent implementation of all steps defined in the BIO-R® Methodology by the respective BIO-R® team members.
• Follow-up proactively with responsible BIO-R® team members, identifying gaps or missing steps, and provide coordination and support when required. 
• Ensure that BIO-R® doctors are ready with their client updates in the correct form for weekly client review meetings. 
• Supervise that all reports are correctly saved according to agreed protocols.
• Control the timely delivery of lab results from external portals, proactively chasing results beyond the agreed delivery timeframes. Communicate results to the relevant BIO-R® team members as soon as they are received. 

Physician, Appointment & Administrative Coordination 

• Manage and monitor the BIO-R® physicians’ calendars and client appointments.
• Add, cancel and reschedule appointments as required, ensuring appropriate preparation and administrative time for physicians.
• Identify scheduling conflicts, double bookings, urgent matters and other coordination needs, and ensure timely resolution.
• Prepare for daily team huddles by reviewing appointments, client requests and outstanding actions, and coordinating agreed next steps.
• Coordinate administrative requests of theBIO-R® physicians, including external international doctor calls, Program Managers, Client Relations and external providers.
• Act as the central administrative coordination point between the BIO-R® Team and relevant internal and external stakeholders.
• Ensure clear, timely communication and appropriate follow-through on scheduling, client and administrative matters.

Medical Documentation & Discharge Reports 

•  Coordinate the preparation and completion of discharge reports and other medical documentation for the BIO-R® Team.
• Follow up with the relevant doctors regarding missing information.
• Check documents for administrative completeness, consistency and formatting.
• Prepare and organise documentation for secure distribution and filing.
• Ensure relevant documentation is correctly stored in E-PAT.
• Prepare and translate preadmission documents with DeepL as per SOP for internal purposes.

E-PAT & Records Management 

• Maintain accurate and complete client documentation in E-PAT in accordance with the E-PAT Handbook.
• Support the consistent use of E-PAT and agreed documentation processes. Onboard relevant people/transfer knowledge. 
• Ensure information is accurate before filing, sharing or distributing.

Supplement, Device and Billing Requests  

• Add supplements to a bill in E-Pat and in ASF when requested by Nutritionist.
• Support with the management of supplements when requested to do so.
• Support with tailoring micronutrient granulates online. 
• Manage out-patient clients’ appointments, coordinating and invoicing, when required. 
• Oversee and maintain appropriate stock levels of Nurosym devices, cookbooks, Oura Rings and other items and update the Excel overview sheets accordingly. Maintain an accurate and up-to-date record of which clients have received which devices/items.
• Support the review and processing of laboratory invoices, including coordination with the Director of Clinical Operations, Quality & Compliance and uploading documentation to the Finance folder (pending clarification of the future billing and approval process).

General Team Support 

• Provide day-to-day administrative support to the BIO-R® Team, with an Executive Assistant focus for the Director of Precision Medicine. Assist with urgent or last-minute requests while maintaining overall priorities.
• Proactively manage the Director of Precision Medicine’s daily schedule, including reminding of key meetings, client sessions and other commitments. 
• Manage the Director of Precision Medicinemonthly expense administration.
• Coordinate and manage the BIO-R® Excellence Meeting, including preparation, organisation, follow-up, and tracking of agreed actions.
• Monitor team absences and vacation planning monthly in Personio. Flag any periods of insufficient team coverage and coordinate necessary adjustments. Support operational continuity during planned and unplanned absences.
• Support the onboarding process of new team members of BIO-R® including the Induction Week Support for HR.
• Deliver the departmental onboarding presentations for BIO-R®, Medical and Psychiatry on a quarterly basis.
• Prepare and organise the BIO-R® Team meetings, including agendas, materials and meeting minutes/follow-up actions.
• Support the BIO-R® team with IT issues, as required. 
• The BIO-R® Team Lead will provide back-up support for the other pillar Coordinators during their absences, and vice-versa.