Patient Care Coordinator - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a Patient Care Coordinator on behalf of a pediatric therapy clinic that provides occupational, speech, and developmental therapy services.

The Patient Care Coordinator is the front line of support for patients and families, ensuring a smooth intake process, consistent scheduling, and excellent communication. This role requires strong organizational skills, attention to detail, and a compassionate, professional approach to patient-facing responsibilities.

In addition to patient-facing coordination, the role will include assisting with therapist scheduling, timesheet review, and documentation tracking to ensure clinic operations run efficiently.

About Our Client:

The clinic takes a play-based approach, creating a fun, engaging, and family-centered environment where children thrive in their development.

The team values collaboration, excellent communication, and proactive support for both families and therapists. Their culture is warm and supportive, with a focus on ensuring every patient and family feels cared for throughout their therapy journey.

Responsibilities

• Maintain up-to-date therapy caseloads to ensure optimal utilization.
• Create and manage patient files in the clinic’s EMR system.
• Review intake paperwork for accuracy; confirm it is received 48 hours prior to appointments.
• Conduct intake calls with new patients and families.
• Schedule evaluations and ongoing appointments, coordinating with therapists for availability.
• Manage cancellations, follow the clinic’s cancellation policy, and work proactively to reduce missed visits.
• Maintain and manage the clinic waitlist, ensuring timely communication with families.
• Manage email communications with clients, ensuring professional and timely responses.

• Review therapist timesheets for payroll purposes and track weekly hours in the clinic’s system.
• Assist with documentation review to ensure compliance and accuracy.
• Support coordination across therapists and admin staff for smooth clinic workflow.
• Manage and update email lists for client communication.

• Prior experience as a Patient Care Coordinator, Medical Office Assistant, or Administrative Assistant in a healthcare setting (pediatrics experience preferred).
• Strong organizational skills with attention to detail.
• Excellent communication skills (verbal and written) with a professional and compassionate tone.
• Experience using EMR systems (clinic uses Practice Pro)
• Proficiency in Office 365 (Teams, SharePoint, Outlook) and comfort with digital scheduling and tracking tools.
• Ability to manage multiple responsibilities while maintaining accuracy and professionalism.
• Reliable, proactive, and able to integrate as a core member of the client’s team.

• 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 in the Philippines.