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BIO-R® Team Coordinator

tkp

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

  • 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

  • physicians, including external international doctor calls, Program Managers, Client Relations and external providers.
  • Act as the central administrative coordination point between the BIO-R

Medical Documentation & Discharge Reports

  • Prepare and organise documentation for secure distribution and filing.
  • Ensure relevant documentation is correctly stored in E-PAT.

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.

® Team

  • and relevant internal and external stakeholders.
  • Ensure clear, timely communication and appropriate follow-through on scheduling, client and administrative matters.
  • 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 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 d evices, 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

  • Medicine monthly 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, SharePoint, 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.