Onboarding Coordinator (W2, Remote)

About CareTalk Health

CareTalk Health is a national virtual medical practice specializing in Clinical Process Outsourcing (CPO). We partner with healthcare organizations to build and manage patient and member populations, delivering care by video across the states we serve and scheduling approximately 20,000 patient visits per month.

About the Role

The Onboarding Coordinator owns the new hire experience from offer acceptance through the employee’s first day. This role ensures every new hire completes required pre-employment activities accurately and on time, remains informed and engaged throughout the onboarding period, and is fully prepared to begin training as scheduled. 

This position combines candidate engagement, process coordination, data management, and continuous improvement. The ideal candidate is highly organized, comfortable managing multiple candidates and deadlines simultaneously, and naturally looks for ways to make processes simpler, faster, and more reliable. 

The Onboarding Coordinator serves as the primary point of contact for accepted candidates and works closely with Recruiting, HR, Training, IT, and Operations to create a seamless transition from candidate to new employee. 

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Key Responsibilities

New Hire Onboarding & Engagement 

• Own the onboarding process for candidates from accepted offer through Day 1, serving as their primary point of contact throughout the pre-employment period. 

• Welcome new hires, clearly communicate expectations and next steps, and maintain regular contact to keep candidates engaged and informed. 

• Proactively identify candidates who are falling behind on onboarding requirements and intervene to drive timely completion. 

• Provide a responsive, professional, and customer-focused experience that reinforces the candidate's decision to join the organization. 

Onboarding Process Management 

• Initiate, coordinate, and track all required pre-employment and onboarding activities. 

• Maintain accurate candidate status, documentation, completion dates, and outstanding requirements within the appropriate systems. 

• Monitor onboarding pipelines and deadlines to ensure new hires remain on track for their scheduled start dates. 

• Coordinate with Recruiting, HR, IT, Credentialing, Training, and other stakeholders to resolve onboarding issues and remove barriers. 

• Escalate risks that could prevent a new hire from starting as scheduled. 

Day 1 & Training Coordination 

• Confirm each new hire has completed all required onboarding activities before being cleared to start. 

• Coordinate placement into the appropriate new-hire orientation and training class. 

• Maintain accurate start-date and training rosters and communicate changes to appropriate stakeholders. 

• Provide new hires with clear Day 1 instructions, schedules, technology expectations, and other information necessary for a successful start. 

• Ensure clean handoff of the new hire from Recruiting/Onboarding to Training and Operations. 

Process Documentation & Improvement 

• Document onboarding workflows, procedures, handoffs, responsibilities, and service expectations. 

• Identify unnecessary steps, duplicate work, bottlenecks, and opportunities to simplify or automate onboarding activities. 

• Recommend and implement practical process improvements that increase efficiency without sacrificing the new hire experience. 

• Help establish standardized onboarding processes, checklists, templates, and tracking mechanisms. 

• Monitor recurring onboarding issues and recommend solutions that address root causes rather than individual exceptions. 

Required 

• 2+ years of experience in recruiting coordination, onboarding, HR operations, talent acquisition operations, or a similar process-driven administrative role. 

• Demonstrated experience entering, maintaining, and tracking candidate or employee information in an ATS, HRIS, onboarding platform, or similar workflow system. 

• Experience managing multiple individuals through a defined process involving deadlines, required tasks, documentation, and follow-up. 

• Strong organizational skills with demonstrated ability to manage a high-volume workload without losing attention to detail. 

• Strong written and verbal communication skills and comfort communicating frequently with candidates/new hires. 

• Demonstrated ability to proactively follow up, drive task completion, and appropriately escalate issues. 

• Strong process orientation with the ability to understand workflows, identify inefficiencies, and recommend improvements. 

• Experience documenting processes, procedures, checklists, or standard operating procedures. 

• Strong computer proficiency, including Microsoft Office/365, Zoom, Greenhouse (or similar programs) and the ability to quickly learn new systems. 
• High school diploma or equivalent required; associate or bachelor's degree preferred but not required. 

Work Location Requirement

This is a remote U.S.-based position. Employees must perform all work physically within the United States. International work is not permitted during scheduled work hours.

Work Environment 

This is a remote position and may be “on camera” at any time. This position will work from a home office, requiring reliable internet connectivity and a secure, private workspace.

Technical Requirements:

• Computer:
  • Windows or Apple (macOS) Computer ONLY (NO Chromebooks, Linux Machines, or Smartphones)
  • Must have at least Windows 10 or macOS 14 Sonoma.
• Hardware: 
  • Processor: Intel Core i5 or AMD Equivalent (Windows); Apple Silicon (Macs)
  • RAM: 16 GB
• Headphones: Wired headphones required for optimal audio quality. (NO built-in mics)
• Internet Speed: Meet minimum internet speed requirements (100 MBPS download speed and 50 MBPS upload speed). Must have an ethernet cable connecting computer directly into router.
• Browser and System: Use Google Chrome with Amazon Workspaces (regardless of computer type). 
• Webcam: A webcam is required for video calls. Most laptops have a built-in webcam, which is acceptable. If your computer does not have a webcam, you will need to use an external webcam.
• Recommended Equipment: A second monitor is highly suggested for laptop users; dual monitors for PC users. 

Why CareTalk Health

• Your work directly shapes someone's first impression of us — As the Onboarding Coordinator, you're the first steady point of contact a new hire has after accepting an offer. The experience you create sets the tone for their entire time here.
• You'll have real ownership, not just a checklist — We want someone who improves the onboarding process, not just runs it. If you spot a bottleneck or a better way to do things, we want to hear it — and help you build it.
• You'll work across the whole organization — This role partners closely with Recruiting, HR, IT, Training, and Operations, giving you visibility and relationships across the business, not just one department.
• Fully remote, fast-growing telehealth practice — Join a team building smart, scalable onboarding processes from the ground up, with room to grow as the company grows.

CareTalk Health is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

California applicants: Please review our California Applicant Privacy Notice at Collection before applying. The notice explains the categories of personal information we collect, how we use and retain it, whether we sell or share it, and your privacy rights under California law: https://caretalkhealth.com/california-privacy-notice.