Admin Team Coordinator Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Admin Team Coordinator on behalf of our client a pediatric therapy practice specializing in occupational therapy physical therapy and speech therapy services for children from birth to age 21. This position plays a key leadership and operational role in supporting their administrative team improving clinic processes and ensuring smooth patient and family experiences.

About Our Client

Our client is a family-owned pediatric therapy practice rooted in strong values of Compassion Growth Integrity Teamwork Perseverance and Service. These values stem from the owners deep commitment to helping children with developmental challenges live their very best lives.

Their team embraces neuro-affirming child-led treatment approaches and cultivates a warm supportive family feel within their staff culture. With a growing in-office and remote administrative team they value communication accountability and teamwork. Their environment is collaborative faith-grounded and centered on providing exceptional care to children and families.

Responsibilities

Administrative Leadership & Team Coordination

• Lead and support the administrative team while fostering accountability teamwork and proactive problem-solving.
  

• Manage daily and weekly team meeting workflows including note-taking transcription management distributing updates and tracking progress on goals.
  

• Organize and track administrative team projects such as:
  

• Annual insurance verifications
  

• Annual patient information updates
  

• Monitoring EMR accuracy and ensuring timely patient discharges
  

Front Office & Patient Support

• Serve as backup for front office tasks when needed (excluding Medicaid/CMO authorizations).
  

• Assist with patient scheduling waitlist management and discharging inactive patients.
  

• Handle incoming faxes and manage shared email inboxes.
  

• Collect co-pays and coinsurance when required.
  

Patient Lifecycle & Referral Management

• Manage new patient referrals and oversee the intake process.
  

• Track plans of care and monitor authorization compliance.
  

• Track MD signatures and ensure documentation accuracy throughout the patient lifecycle.
  

Insurance & Revenue Cycle Support

• Verify benefits for both commercial and Medicaid policies.
  

• Transfer insurance responsibility information into clear patient-facing estimates.
  

• Oversee authorization processes (excluding Medicaid).
  

• Review claims cycles monitor denial reasons and help prevent financial loss through proactive follow-up.
  

• Assist with patient balance calls and provide support with billing questions.
  

KPI Tracking & Reporting

• Interpret track and maintain strong performance across key KPIs including:
  

• Advanced scheduling
  

• Clinician capacity utilization
  

• Arrival percentages
  

• Referral trends
  

• New clinician caseload development
  

• Produce reports that highlight billing performance insights administrative milestones and barriers.
  

General Administrative & Project Support

• Assist with data entry process improvement projects and team-building initiatives.
  

• Support improvements to admin and billing workflows.
  

• Coordinate and assist with admin team engagement activities.
  

Requirements

• 2 years of experience in healthcare administration supporting medical office operations preferably in pediatrics or therapy settings.
  

• 1 year of experience supervising or coordinating an administrative team.
  

• Strong understanding of the patient lifecycle insurance workflows and revenue cycle processes.
  

• Excellent verbal and written communication skills; ability to support both families and internal staff professionally.
  

• High accountability attention to detail and strong organizational skills.
  

• Ability to work proactively resourcefully and independently in a fast-paced environment.
  

• Proficiency in EMR systems scheduling platforms and general office software (client uses Fusion/Ensora Microsoft 365 and Curogram).
  

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.