Front Office Coordinator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is seeking a Front Office Coordinator to act as the organizational hub for a small, high-touch concierge practice. This role combines front office, billing, and patient coordination duties to ensure operations run smoothly and patients receive an exceptional experience from start to finish.

You’ll manage patient scheduling, payments, and communication — serving as the first point of contact for patients while maintaining accuracy, privacy, and professionalism in all interactions.

About Our Client :

Our client is a private concierge medical practice dedicated to providing science-driven, patient-first care. Their approach combines personalized service, integrity, and precision in every interaction. The environment is calm, kind, and detail-oriented — ideal for professionals who value empathy, accountability, and proactive communication.

Responsibilities

Patient & Office Coordination

Answer initial patient phone calls and inquiries with warmth and professionalism

Manage the appointment calendar — scheduling, confirming, and rescheduling visits (virtual and in-person)

Coordinate diagnostic appointments (VO2 Max tests, DEXA scans, and follow-ups)

Send onboarding materials including welcome packets, intake forms, and membership agreements

Send after-visit summaries, lab instructions, and follow-up care details

Maintain accurate patient records and ensure confidentiality

Billing & Payment Management

Handle cash and card payments through Clover and QuickBooks

Maintain recurring membership payments; resolve declines or expired cards

Set up and monitor auto-payments for patient memberships

Generate and post invoices and payment records

Support simple bookkeeping and billing reports as needed

Prescription & Refill Coordination

Manage and track prescription refill requests

Coordinate with pharmacies for fulfillment and shipment updates

Ensure all refills are documented accurately in the EMR system

Administrative Support

Conduct daily check-ins and end-of-day summaries with the provider

Participate in weekly operational meetings to review priorities and KPIs

Prepare and organize practice documents and digital records

Assist in standardizing patient education resources and dashboard tracking

Support marketing communication through Mailchimp and manage phone system via Wix

Requirements

2+ years of experience in a medical administrative or patient coordination role

Strong communication and customer service skills

Excellent attention to detail and time management

Tech-savvy and comfortable using :

Google Workspace & Google Drive

Practice Fusion (EMR)

Clover, QuickBooks, and DocuSign

Mailchimp and basic CRM tools

Ability to manage sensitive information with discretion and professionalism

Proactive, reliable, and able to “own the outcome” in daily responsibilities

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.