Admin Team Coordinator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Admin Team Coordinator on behalf of our client, a pediatric therapy practice specializing in occupational therapy, physical therapy, and speech therapy services for children from birth to age 21. This position plays a key leadership and operational role in supporting their administrative team, improving clinic processes, and ensuring smooth patient and family experiences.

About Our Client

Our client is a family-owned pediatric therapy practice rooted in strong values of Compassion, Growth, Integrity, Teamwork, Perseverance, and Service. These values stem from the owners’ deep commitment to helping children with developmental challenges live their very best lives.

Their team embraces neuro-affirming, child-led treatment approaches and cultivates a warm, supportive “family feel” within their staff culture. With a growing in-office and remote administrative team, they value communication, accountability, and teamwork. Their environment is collaborative, faith-grounded, and centered on providing exceptional care to children and families.

Responsibilities

Administrative Leadership & Team Coordination

Lead and support the administrative team while fostering accountability, teamwork, and proactive problem-solving.

Manage daily and weekly team meeting workflows, including note-taking, transcription management, distributing updates, and tracking progress on goals.

Organize and track administrative team projects such as :

Annual insurance verifications

Annual patient information updates

Monitoring EMR accuracy and ensuring timely patient discharges

Front Office & Patient Support

Serve as backup for front office tasks when needed (excluding Medicaid / CMO authorizations).

Assist with patient scheduling, waitlist management, and discharging inactive patients.

Handle incoming faxes and manage shared email inboxes.

Collect co-pays and coinsurance when required.

Patient Lifecycle & Referral Management

Manage new patient referrals and oversee the intake process.

Track plans of care and monitor authorization compliance.

Track MD signatures and ensure documentation accuracy throughout the patient lifecycle.

Insurance & Revenue Cycle Support

Verify benefits for both commercial and Medicaid policies.

Transfer insurance responsibility information into clear patient-facing estimates.

Oversee authorization processes (excluding Medicaid).

Review claims cycles, monitor denial reasons, and help prevent financial loss through proactive follow-up.

Assist with patient balance calls and provide support with billing questions.

KPI Tracking & Reporting

Interpret, track, and maintain strong performance across key KPIs, including :

Advanced scheduling

Clinician capacity utilization

Arrival percentages

Referral trends

New clinician caseload development

Produce reports that highlight billing performance insights, administrative milestones, and barriers.

General Administrative & Project Support

Assist with data entry, process improvement projects, and team-building initiatives.

Support improvements to admin and billing workflows.

Coordinate and assist with admin team engagement activities.

Requirements

2+ years of experience in healthcare administration supporting medical office operations, preferably in pediatrics or therapy settings.

1+ year of experience supervising or coordinating an administrative team.

Strong understanding of the patient lifecycle, insurance workflows, and revenue cycle processes.

Excellent verbal and written communication skills; ability to support both families and internal staff professionally.

High accountability, attention to detail, and strong organizational skills.

Ability to work proactively, resourcefully, and independently in a fast-paced environment.

Proficiency in EMR systems, scheduling platforms, and general office software (client uses Fusion / Ensora, Monday.com, Microsoft 365, and Curogram).

Benefits

Competitive salary commensurate with experience.

Opportunities for professional development and growth.

Work in a dynamic and supportive team environment.

Make a meaningful impact by helping to build and strengthen families across the globe.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.