Customer Service Representative

Customer Service Representative

Belay Diagnostics is an innovative, clinical lab focused on minimally invasive detection of brain and spinal cord cancers. Our mission is to serve patients and those who care for them. Belay has partnered with Johns Hopkins University, one of the country's leading neuro-oncology research centers, to commercialize a proprietary liquid biopsy technology that will result in faster, more efficient, and less costly answers for clinicians and patients. Our goal is to become a neuroscience center of excellence dedicated to the timely, reliable detection of neurological malignancies and disorders. We hope to serve clinicians seeking fundamentally better solutions to suspicious neurological findings as well as partner with other healthcare entities who will leverage our data to develop much-needed therapeutic solutions for brain cancers. All applicants must be legally authorized to work in the U.S.

The Customer Service Representative is a critical operational link between Belay's laboratory, business development team, providers, and patients. This role goes well beyond traditional call handling — it requires strong judgment and the ability to manage complex, multi-party coordination in a fast-moving diagnostics environment. Representatives own the end-to-end patient and provider experience from order intake through results delivery, resolving issues that span documentation, logistics, missing requirements, and care coordination. The ideal candidate is organized, proactive, and comfortable operating at the intersection of operations and customer service.

Compensation: Annual Salary Base Starts at $55k plus benefits

Location: Chicago, IL (Hybrid) Schedule: M-F, 10:00am-6:00pm or 11:00am-7:00pm, 1 Sat per month Reports to: Senior Director of Business Operations Key Relationships: Laboratory, Business Development, Providers, Patients, Bus Ops

Major Responsibilities

• Provider and Lab Liaison: Serve as the primary point of contact between ordering providers, the business development team, and the laboratory; facilitate clear, timely communication across all parties to ensure orders move efficiently from submission to result.
• Patient Inquiries: Handle inbound patient questions with professionalism and compassion; navigate complex situations involving test status, logistics, and care coordination.
• Order Management and Compliance: Track and follow up on incomplete or missing order requirements; coordinate with providers and clinical staff to obtain necessary documentation before specimen processing is delayed.
• Specimen and Logistics Coordination: Support specimen intake and logistics workflows, ensuring chain of custody and any collection or shipping issues are promptly resolved.
• Documentation and Tracking: Maintain accurate records across CRM and operational systems; ensure communication history, and issue resolution are documented consistently and completely. Including SOPs and Compliance Responsibilities.
• Sales and BDE Support: Partner with the business development team to resolve account-level issues, communicate provider feedback, and support onboarding of new accounts.

Position Requirements and Experience

• 1-3 years of experience in a clinical, healthcare operations, or medical customer service setting
• Demonstrated ability to manage complex, multi-party workflows in a fast-paced environment
• Basic Knowledge of medical terminology, medical billing, and insurance; clinical laboratory experience preferred
• Strong written and verbal communication skills; comfortable interacting with both clinical and non-clinical audiences
• Proficiency with CRM and service ticketing systems; HubSpot experience a plus
• Proficiency with Microsoft Office and Google Workspace; comfort with data tracking and reporting
• High school diploma or equivalent required; bachelor's degree preferred
• Highly organized with strong attention to detail and the ability to manage multiple open issues simultaneously
• Fluency in Additional Languages is a plus

Personal Characteristics and Cultural Fit

• Proactive and self-directed; able to identify and resolve issues before they escalate
• Calm and professional under pressure; comfortable managing challenging conversations with patients or providers
• Solutions-oriented with strong follow-through; things don't fall through the cracks
• Collaborative and team player; willing to support the broader team wherever needed
• Comfortable with ambiguity and rapid change in a startup environment
• Empathetic, Compassionate, Patient