Patient Care Coordinator (US-Based Clinic | Permanent Work From Home)

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Front Desk & Patient Coordination Specialist) on behalf of a physical therapy practice to support scheduling patient communication intake and administrative operations.

This role is ideal for someone who is highly organized personable and detail-oriented with strong communication skills and the ability to manage patient interactions scheduling and day-to-day administrative workflows in a fast-paced healthcare environment.

You will play a key role in ensuring a smooth and welcoming patient experience while supporting the internal team with operational and administrative tasks.

About Our Client

This physical therapy practice is dedicated to helping individuals optimize their physical mental and emotional well-being through a holistic and patient-centered approach.

The team values strong relationshipswith patients families and the communityand fosters a culture rooted in compassion gratitude collaboration and overall wellness. Their philosophy is centered on lifestyle medicine empowering patients to achieve meaningful and lasting results

Key Responsibilities

Patient Scheduling & Front Desk Support

• Manage patient scheduling including creating reviewing and adjusting appointments
  

• Confirm appointments and manage rescheduling requests
  

• Maintain and optimize appointment calendars
  

• Support check-in and check-out processes virtually
  

• Coordinate schedules with therapists and clinical staff
  

• Maintain waitlists and ensure schedule efficiency
  

Patient Communication & Support

• Answer and manage incoming phone calls and call overflow
  

• Respond to patient inquiries via phone email and messaging platforms
  

• Provide accurate information regarding services policies and procedures
  

• Deliver a warm professional and welcoming patient experience
  

• Follow up with patients and support ongoing communication
  

Intake & Patient Records Management

• Collect and input patient intake information accurately
  

• Maintain and update patient records in EMR systems
  

• Ensure all documentation is complete accurate and up to date
  

• Coordinate with other medical offices to obtain referrals and additional patient information
  

Administrative & Operational Support

• Process patient payments and maintain accurate financial records
  

• Assist with reporting and tracking practice growth metrics
  

• Manage Lifestyle Medicine program analytics and outstanding balances
  

• Support SOP creation and process improvements
  

• Attend team meetings and contribute to workflow optimization
  

• Perform backup billing support as needed
  

Tools & Systems

• PROMPT (EMR)
  

• Weave (VOIP)
  

• Momence (Gym/Program Management Platform)
  

• Email and internal communication tools
  

• (Experience with these tools is preferred but not required.)
  

Requirements

• Experience as a Medical Virtual Assistant Front Desk Coordinator or similar healthcare administrative role
  

• Strong experience in scheduling patient coordination and phone support
  

• Excellent English communication skills with a clear and confident speaking voice
  

• Strong attention to detail and organizational skills
  

• Comfortable handling patient-facing interactions in a professional and empathetic manner
  

• Ability to multitask and manage a high volume of tasks
  

• Proactive dependable and able to work independently
  

Non-Negotiables

• Exceptionally strong English communication skills and clear speaking voice
  

• Warm welcoming and patient-focused personality
  

• Highly organized dependable and detail-oriented
  

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