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Patient Enrollment Manager   100-140K
ENVITA | FULL-TIME | ON-SITE | SCOTTSDALE, ARIZONA
Role & reporting relationship
Position | Patient Enrollment Manager (PEM) |
Reports to | Patient Care Leadership | Reporting relationship to be confirmed |
Department | Patient Care | Physician Consultations, Enrollment & Onboarding |
Work setting | Full-time, on-site | Scottsdale, Arizona | Fast-paced physician-facing consultations and team leadership |
Why this role exists
Lead a seamless, compassionate journey from physician consultation through informed enrollment, onboarding and patient arrival. This hands-on manager partners directly with physicians during Zoom consultations, translates complex nonclinical logistics into clear next steps, resolves barriers and leads an assigned enrollment team. The mission is not simply to process appointments: it is to make each patient feel informed and supported while ensuring operational commitments are completed accurately and on time.
About Envita
Envita Medical Center in Scottsdale provides a personalized precision-medicine approach for people exploring care for cancer and chronic disease. Our patient-facing teams work together to explain the care journey, coordinate next steps and support individuals and families with compassion, clarity and integrity.
Why this is a meaningful opportunity | EVP
Take ownership of a high-impact moment in a patient’s journey. Work alongside physicians, build trust with patients and families facing significant decisions, coach a committed team and improve the processes that connect medical recommendations to readiness for care. You will use clinical learning, consultation facilitation, relationship leadership and operational problem-solving to shape measurable improvements in the patient experience.
The difference: responsibilities, KPOs and competencies
Responsibilities describe ongoing work and ownership. Key Performance Objectives (KPOs) define time-bound, observable results. Each KPO follows Lou Adler’s SMARTe approach: Specific, Measurable, Action-oriented, Results-driven, Time-bound, with the work environment considered explicitly. Supporting competencies describe observable capabilities used to deliver each outcome; they do not replace performance evidence or establish future potential on their own.
Key Performance Objectives | Outcome-based success measures
KPO 1 | Lead outstanding physician-supported consultations |
Performance outcome & measures: By day 90, independently facilitate the nonclinical flow of physician-led Zoom consultations for an assigned caseload: prepare agendas and patient context, clarify logistics, confirm understanding of physician recommendations without interpreting or changing them, and document next steps and owners. Achieve a manager-approved consultation-quality standard through physician observation, patient feedback and sampled consultations. Work environment: complex, emotionally sensitive, time-constrained discussions with physicians and families. |
Supporting Competencies: Executive-level communication; composure; consultation choreography; precise listening; collaborative physician presence; clinical-boundary judgment. |
KPO 2 | Guide informed enrollment decisions and overcome barriers |
Performance outcome & measures: By day 90, consistently identify patient questions, concerns and emotional, financial, scheduling or travel barriers following consultation; create individualized, documented next-step plans using approved resources and appropriate escalation. Establish a baseline and meet calibrated expectations for qualified consultation-to-enrollment progression, informed consent to next steps and patient experience. Patient autonomy and clinical recommendations take priority over numeric goals. Work environment: sensitive, high-stakes patient decisions and multiple interdependent services. |
Supporting Competencies: Advanced consultative enrollment; trust-building; empathy; ethical persuasion; thoughtful objection exploration; resilient follow-through; clear expectation-setting. |
KPO 3 | Build expert knowledge of Envita care and enrollment technologies |
Performance outcome & measures: By day 60, demonstrate reliable use of approved care-model education, diagnostic and treatment-pathway terminology, enrollment platforms, patient tracking systems and Zoom tools. By day 90, explain the nonclinical journey and practical requirements clearly in observed consultations while referring all medical questions to physicians. Maintain documented competency as services, technologies and workflows evolve. Work environment: complex precision-medicine services and frequent process updates. |
Supporting Competencies: Clinical learning agility; technical comprehension; accurate communication; system fluency; sound boundaries; curiosity and adaptability. |
KPO 4 | Deliver timely, coordinated patient onboarding and arrival readiness |
Performance outcome & measures: By day 90, run a dependable consultation-to-arrival workflow for the assigned team: maintain complete trackers, coordinate required records, remote labs, documents, financial-process handoffs and schedules, assign follow-up owners and escalate blockers before they cause preventable delay. Meet baseline-calibrated standards for milestone completion, timely follow-up and avoidable-delay reduction. Work environment: cross-departmental coordination with changing physician and patient availability. |
Supporting Competencies: Operational intelligence; prioritization; detail orientation; proactive coordination; systems thinking; accountable follow-through. |
KPO 5 | Lead, coach and hold the enrollment team accountable |
Performance outcome & measures: By day 30, establish clear ownership, meeting cadence and consistent follow-up expectations for assigned staff. By day 60, review caseloads, coaching needs, patient handoffs and overdue actions weekly. By day 90, demonstrate improved team reliability using agreed measures for task completion, consultation follow-up, patient feedback and coaching progress, with documented support for any performance gaps. Work environment: hands-on leadership in a high-volume, fast-changing patient-facing team. |
Supporting Competencies: People leadership; practical coaching; supportive accountability; constructive feedback; team development; emotional intelligence. |
KPO 6 | Develop a trusted, responsive partnership with physicians and teams |
Performance outcome & measures: By day 90, establish a repeatable pre-consultation briefing and post-consultation handoff with physicians and relevant clinical, administrative, financial and scheduling partners. Obtain regular feedback, resolve unclear ownership promptly and maintain documented escalation channels. Demonstrate dependable meeting preparation, accurate handoffs and fewer preventable communication failures against a validated baseline. Work environment: multidisciplinary partners, high clinical demands and confidential patient matters. |
Supporting Competencies: Physician collaboration; executive presence; diplomacy; teamwork; expectation management; situational judgment. |
KPO 7 | Use performance data to improve enrollment and patient experience |
Performance outcome & measures: By day 60, establish a practical weekly dashboard covering consultation completion, qualified enrollment progression, follow-up timeliness, onboarding milestones, preventable delays and patient experience. By day 90, identify at least two root-cause improvement opportunities, implement at least one approved change and report before-and-after results or early indicators. Targets must be approved after reviewing existing baselines and patient mix. Work environment: operational systems with variable case complexity and ethically bounded enrollment metrics. |
Supporting Competencies: Strategic analysis; CRM/reporting fluency; problem solving; quality improvement; results orientation; responsible use of data. |
KPO 8 | Exemplify Envita mission, integrity and compassionate patient leadership |
Performance outcome & measures: By day 90 and continuously thereafter, demonstrate consistently respectful, transparent, compassionate communication with patients, families, physicians and employees. Address concerns promptly; protect patient autonomy and confidentiality; never promise treatment outcomes or exceed nonclinical scope. Seek evidence through observed cases, patient feedback, coaching records and cross-team input, not subjective personality similarity. Work environment: emotionally demanding cases, sensitive patient information and team accountability. |
Supporting Competencies: Integrity; compassion; patient-centered judgment; leadership accountability; humility; collaborative service; ethical decision-making. |
30 / 60 / 90 day milestones
Milestone | Expected achievement | Evidence |
Day 30 | Complete clinical-scope and care-model orientation, shadow physician consultations and team workflows, learn tracking and Zoom systems, review active patient caseloads and define a baseline for enrollment, follow-up and onboarding quality. Establish clear team expectations and physician partnership routines. | Training and clinical-boundary sign-off; observed consultation; baseline scorecard; team/physician feedback. |
Day 60 | Co-facilitate and then lead nonclinical consultation flow, reliably document next steps and patient barriers, direct a regular team case-review cadence, verify workflow and system competence, and publish a baseline-informed weekly enrollment and onboarding dashboard. | Sampled consultation evaluation; case tracker audit; team huddle records; baseline dashboard; physician feedback. |
Day 90 | Independently facilitate consultations, coordinate informed patient enrollment and arrival readiness, coach team execution, consistently meet agreed quality and follow-up standards, and present at least one implemented workflow improvement with early evidence of impact. | Weighted KPO evidence scorecard; patient/physician feedback; calibrated funnel and onboarding trends; team coaching log. |
Core responsibilities | What you will do
• Prepare, facilitate and document the nonclinical aspects of physician-led Zoom consultations; confirm patient understanding and next-step ownership while physicians retain responsibility for clinical recommendations.
• Develop trusting patient and family relationships, address emotional and practical concerns, guide voluntary informed enrollment decisions, and coordinate approved resources without pressure or misleading claims.
• Oversee the full consultation-to-arrival process including records, remote laboratory testing, documentation, financial-process coordination, scheduling and readiness milestones.
• Lead and coach assigned enrollment team members, set priorities, audit follow-through, resolve handoff gaps, and maintain consistent communication and accountability.
• Use approved patient management systems, Zoom and enrollment trackers to document contacts, barriers, owners, deadlines and results, while protecting confidentiality and data accuracy.
• Partner closely with physicians, clinical, administrative, financial and scheduling teams; analyze funnel and onboarding trends, implement workflow improvements and remain current with Envita training.
Culture & mission | How success is demonstrated
Demonstrate Envita’s mission in observed decisions and behavior: compassion and respect for patients and families, integrity in discussing medical and financial information, personal accountability for promises and follow-up, teamwork with physicians and staff, and humility when clarification is needed. Protect patient choice and realistic expectations. Measure culture and mission alignment through concrete actions, not personal similarity or assumed values.
Ideal candidate | Experience & capabilities
Ideal background: proven success in complex healthcare patient enrollment, medical consultation coordination, patient services leadership, clinical-adjacent operations or consultative relationship management; direct leadership and coaching experience strongly preferred. Brings exceptional verbal and written communication, confident presence alongside physicians, advanced emotional intelligence, strategic judgment, calm under pressure and sophisticated operational coordination. Able to understand evolving clinical pathways without acting as a clinician; comfortable facilitating physician-led Zoom conversations, using CRM/tracking systems, interpreting funnel metrics and driving cross-functional improvements. Experience with complex elective or specialty-care decisions is valuable. Clinical licensure is not specified as a requirement.
Success at six and twelve months
At six months, lead a reliable, patient-centered enrollment operation with trusted physician partnerships, consistent consultation quality, strong team accountability, measurable follow-up performance and fewer preventable onboarding delays. At twelve months, sustain improved enrollment and readiness outcomes against agreed baselines, demonstrate a stronger and better-coached team, and show documented workflow improvements that protect patient autonomy, transparency and overall experience.
Performance measurement & calibration note
The source job description provides performance domains but no approved numeric thresholds for conversion, completion, quality, team output or cycle time. Set targets collaboratively after reviewing actual baseline data, patient mix, physician scheduling constraints and clinical complexity. Evidence should combine outcomes, observed consultation quality, patient experience, physician feedback and ethical conduct. Enrollment goals never override patient choice or clinical judgment.
• Participate in daily morning planning and end-of-day debriefs; maintain accurate Planner task status, ownership and deadlines.
• Verify lab quotes and physician orders, prepare accurate kits, requisitions and in-clinic or remote draw documentation, and coordinate with LabCorp, Sonora Quest and specialty laboratories.
• Track outstanding lab orders and results through approved portals and spreadsheets; investigate missing or delayed items and alert the appropriate clinical team.
• Manage ordered external referrals, appointment logistics, patient instructions and appointment cards; communicate dates and developments to PCCs, PFCs and patients.
• Maintain timely and accurate Practice Fusion records, uploads and communications; assist with phones, email, scanning and filing as assigned.
• Coordinate professionally with patients, physicians, nursing, phlebotomy, billing and external partners; comply with HIPAA, OSHA, Trainual/SOP requirements and limits of nonclinical duties.
Culture & mission | How success is demonstrated
Culture and mission alignment are critical to success. Demonstrate compassion, patience and respect for people navigating serious health concerns; follow through on commitments; promptly acknowledge errors; protect confidentiality; respond constructively to urgent team needs; and treat clinical and administrative partners as one patient-care team. These expectations are assessed using observable decisions, communication quality, documented follow-through and feedback, not subjective personal similarity.
Ideal candidate | Experience & capabilities
Required: approximately 1–2 years in medical administration, patient services, laboratory coordination or comparable clinical-office support; strong organizational, service and communication skills; comfort with EMR and Microsoft Outlook, Teams and Excel; attention to detail; ability to manage competing priorities; working knowledge of HIPAA and OSHA. Preferred: experience with Practice Fusion or similar EMR, lab portals, lab kits/requisitions, LabCorp/Sonora Quest or specialty laboratories, physician referrals, SharePoint/Planner/Salesforce, and direct patient contact. Ideal attributes: proactive, calm, positive, dependable, curious, flexible and committed to a patient-first mission. Not a clinical decision-making role.
Success at six and twelve months
At six months, the PAC is a reliable owner of lab and referral coordination with accurate orders and documentation, well-maintained tracking, strong PCC/PFC relationships, responsive patient communication and fewer avoidable delays. At twelve months, they sustain excellent quality and follow-through, independently solve routine administrative exceptions, help standardize repeatable workflows and support successful onboarding of teammates or process improvements when requested.
Performance measurement & calibration note
The job description provides no approved numeric targets for order accuracy, response intervals, lab turnaround, referral speed or queue completion. Set role-specific targets after reviewing actual case volume, specialty-lab variability, clinical prioritization and operational baselines. Evaluate both performance outcomes and how they were achieved, including culture/mission behaviors and patient experience. Clinical recommendations, interpretation and orders remain the responsibility of authorized clinicians.
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