BIO-R Team Coordinator in Zollikon

What are we looking for

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.

• Your Responsibilities
• 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 the BIO-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 Deep L 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.
• You are/have
• Completed medical education (e. g., MPA, Pflegefachperson HF, or equivalent).
• 2-5 years' experience in medical administration, coordination, or operational support.
• Strong administrative, organizational, and attention-to-detail skills.
• Fluency in German (C1) and English (spoken and written); additional languages are a plus.
• Proficiency in MS Office, Teams, Share Point, and E-PAT.
• Willingness to work on Saturdays and operate therapeutic devices.
• Professional, discreet, and reliable, with the ability to handle confidential information.
• Eligible to work in Switzerland.

What we offer

This role provides a unique opportunity to be part of an international, high-end environment where service excellence and professionalism are at the heart of everything we do.

You will work alongside a motivated and supportive team, benefit from a thorough induction, and be part of a collaborative and respectful workplace culture.

We value openness, trust, and shared commitment, and offer you the chance to make a meaningful impact in a company with a clear mission: helping people achieve lasting change.

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