Virtual Agent
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Job Location:
Grand Rapids, MI - USA
Monthly Salary:
Not Disclosed
Posted on:
8 hours ago
Vacancies:
1 Vacancy
Job Summary
The Virtual Agent supports our outpatient physical therapy clinics by managing real-time check-ins through our virtual platform. Although the role uses virtual check-in technology this position is fully on-site and works out of our administrative support location. The Virtual Agent helps patients begin their care sooner by reducing wait times streamlining front-desk workflow and assisting clinical teams with essential administrative tasks.
This position is central to maintaining a smooth patient experience ensuring professionalism accuracy and strong communication with both patients and clinic staff.
Patient Check-In & Support
- Greet patients virtually through our check-in system and provide clear friendly guidance throughout the process.
- Verify patient identity insurance status on file appointment times and clinic location.
- Assist patients with self-check-in when appropriate and connect with them directly if they need help.
- Run payments collect co-pays and confirm credit card on file when applicable.
- Assist patients who request to speak with a live agent for questions or concerns
Administrative & Operational Tasks
- Complete assigned administrative tasks such as plan-of-care follow-up documentation checks visit tracking and other support tasks directed by the Business Office Manager.
- Manage active check-in queues across multiple clinics prioritizing patients efficiently and communicating delays when needed.
- Document patient interactions accurately in the EMR and communication platforms.
- Coordinate with clinic staff to ensure smooth handoff of information between the virtual desk and the care team.
Technology & System Navigation
- Navigate WelcomeWare (or similar virtual check-in systems) EMR software payment platforms and secure communication tools.
- Identify and report system or workflow issues promptly.
- Utilize multiple monitors and software programs simultaneously.
Qualifications :
- High school diploma or equivalent required; additional healthcare or administrative experience preferred.
- Strong communication and customer-service skills with a calm professional presence.
- Ability to multitask across clinics and manage a fast-paced patient flow.
- Confident navigating technology software systems and virtual communication tools.
- Organized detail-oriented and comfortable following structured processes.
- Knowledge of clinic operations or front-desk workflow is helpful but not required
- Ability to maintain confidentiality and comply with HIPAA at all times.
Ideal Candidate Traits
- Personable patient-focused and confident in customer-facing communication.
- Thrives in a dynamic environment where priorities can shift quickly.
- Team-oriented and willing to support both front-desk and administrative workflows.
- Comfortable learning new systems and adapting to updated procedures.
Additional Information :
Work Environment
- Fully on-site at our administrative support locationthis is not a remote position.
- Requires consistent attendance punctuality and the ability to work scheduled shifts aligned with clinic hours.
- Work typically involves sitting at a workstation with multiple monitors and frequent communication with clinics.
Remote Work :
No
Employment Type :
Part-time
Key Skills
About Company
P4 Physical Therapy believes in placing the well-being of our patients first. We accomplish this by carefully selecting compassionate, dedicated, and team-oriented staff. Our company is therapist owned with over 42 years of qualified therapy experience. Step inside our locations, and ... View more
