Patient Scheduler - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Patient Scheduler Virtual Assistant on behalf of a pediatric therapy practice located in Connecticut.

About Our Client :

This practice provides physical, occupational, and speech therapy services to children. Their culture is family-centered, focused on delivering the highest quality of patient care so that children can reach their full potential. They emphasize effective communication, responsiveness, and teamwork as essential elements in achieving 100% patient satisfaction and high therapist productivity.

The clinic manages a high volume of patient visits (1000+ appointments per week) across its largest location, supporting a team of 25–27 therapists daily.

Tools & Systems Used :

EMR : Practice Pro

Microsoft Office Suite (Excel, Word, Outlook)

The Patient Scheduler VA will play a key role in managing patient appointments and ensuring clinic schedules run smoothly. This includes handling new patient scheduling, rescheduling due to therapist or family needs, and generating reports to monitor visit frequency, attendance, and overall scheduling efficiency.

This role requires strong organizational skills, attention to detail, and the ability to communicate professionally with therapists, schedulers, and families.

Responsibilities

Schedule and reschedule patient evaluations and follow-up appointments.

Coordinate with therapists to maintain productivity and optimize scheduling.

Communicate with families regarding availability, attendance policies, and appointment needs.

Apply clinic attendance policies when handling cancellations and reschedules.

Run and maintain statistical reports to monitor :

Ongoing visits for patients after evaluations

Arrival rates and attendance patterns

Support the clinic’s scheduling team in managing high patient volumes across multiple therapists.

Collaborate with on-site staff to ensure seamless scheduling for patients receiving multiple services or back-to-back sessions.

Requirements

Prior experience in patient scheduling, medical administration, or healthcare customer service.

Strong organizational and time-management skills.

Excellent communication skills (written and verbal).

Ability to work full-time on Eastern Standard Time hours.

Proficiency in Practice Pro EMR preferred.

Familiarity with Microsoft Office (Excel, Word, Outlook) for reporting and scheduling tasks.

Ability to thrive in a fast-paced, high-volume environment.

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.