Front Office Coordinator Virtual Assistant

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.

Youll 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.