Patient Care Coordinator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a Patient Care Coordinator on behalf of a pediatric therapy clinic that provides occupational, speech, and developmental therapy services.

The Patient Care Coordinator is the front line of support for patients and families, ensuring a smooth intake process, consistent scheduling, and excellent communication. This role requires strong organizational skills, attention to detail, and a compassionate, professional approach to patient-facing responsibilities.

In addition to patient-facing coordination, the role will include assisting with therapist scheduling, timesheet review, and documentation tracking to ensure clinic operations run efficiently.

About Our Client :

The clinic takes a play-based approach, creating a fun, engaging, and family-centered environment where children thrive in their development.

The team values collaboration, excellent communication, and proactive support for both families and therapists. Their culture is warm and supportive, with a focus on ensuring every patient and family feels cared for throughout their therapy journey.

Responsibilities

Patient-Facing Responsibilities

Maintain up-to-date therapy caseloads to ensure optimal utilization.

Create and manage patient files in the clinic’s EMR system.

Review intake paperwork for accuracy; confirm it is received 48 hours prior to appointments.

Conduct intake calls with new patients and families.

Schedule evaluations and ongoing appointments, coordinating with therapists for availability.

Manage cancellations, follow the clinic’s cancellation policy, and work proactively to reduce missed visits.

Maintain and manage the clinic waitlist, ensuring timely communication with families.

Manage email communications with clients, ensuring professional and timely responses.

Operational & Administrative Support

Review therapist timesheets for payroll purposes and track weekly hours in the clinic’s system.

Assist with documentation review to ensure compliance and accuracy.

Support coordination across therapists and admin staff for smooth clinic workflow.

Manage and update email lists for client communication.

Requirements

Prior experience as a Patient Care Coordinator, Medical Office Assistant, or Administrative Assistant in a healthcare setting (pediatrics experience preferred).

Strong organizational skills with attention to detail.

Excellent communication skills (verbal and written) with a professional and compassionate tone.

Experience using EMR systems (clinic uses Practice Pro)

Proficiency in Office 365 (Teams, SharePoint, Outlook) and comfort with digital scheduling and tracking tools.

Ability to manage multiple responsibilities while maintaining accuracy and professionalism.

Reliable, proactive, and able to integrate as a core member of the client’s team.

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 in the Philippines.

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.