Patient Intake Coordinator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a Patient Intake Coordinator on behalf of a respected physical therapy practice that provides high-quality, patient-centered care through personalized rehabilitation programs.

The Patient Intake Coordinator will play a key administrative role in managing the intake process for new patients. This position focuses on accurate and efficient data entry, transferring information from referrals — including detailed medical and insurance information — into the clinic’s EMR system to establish new cases.

In addition, this role will support waitlist management and other administrative projects as assigned, contributing to the overall smooth flow of patients through the clinic’s system. The ideal candidate is meticulous, dependable, and detail-oriented, with strong data entry and organizational skills.

About Our Client :

The clinic’s culture is guided by its core values — patients first, teamwork without boundaries, unequivocal excellence, passionate learning, and impactful results.

The team fosters a collaborative, supportive environment where every staff member plays a role in improving the patient experience and ensuring operational excellence.

The practice utilizes Prompt EMR, Slack, and Weave for communication, scheduling, and documentation management, ensuring streamlined coordination and efficiency across all teams.

Responsibilities

Referral & Intake Management

Accurately enter new patient referral information, including medical and insurance data, into the Prompt EMR system.

Review referrals for completeness and ensure all required documentation is received.

Create and establish new patient cases in the EMR in accordance with clinic standards.

Verify data accuracy, cross-checking demographic, insurance, and clinical details.

Maintain compliance with HIPAA and clinic privacy policies.

Waitlist & Administrative Support

Manage and maintain the clinic’s patient waitlist.

Coordinate with the scheduling and intake teams to move patients efficiently from the waitlist into active scheduling.

Assist with periodic audits of referral and intake data for accuracy and completeness.

Provide general administrative support for intake-related tasks or special projects assigned by leadership.

Team Collaboration

Communicate effectively with the intake and operations teams to ensure smooth patient onboarding.

Participate in virtual meetings and maintain open communication via Slack and email.

Track workflow progress and alert the team of any potential bottlenecks or missing information.

Requirements

Prior experience in medical administration, data entry, or patient intake (physical therapy experience preferred).

Strong attention to detail and accuracy in data management.

Experience working in EMR systems (Prompt experience preferred).

Excellent communication and organizational skills.

Tech-savvy and able to adapt to multiple systems and tools (Slack, Weave, Dropbox).

Reliable, proactive, and comfortable working independently in a remote environment.

Strong work ethic and commitment to accuracy and confidentiality.

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.