Patient Service Representative

Overview

Patient Care Coordinator - Virtual Assistant (Remote) - Pediatric therapy clinic providing occupational, speech, and developmental therapy services. The front line of support for patients and families, ensuring a smooth intake process, consistent scheduling, and excellent communication. Includes assisting with therapist scheduling, timesheet review, and documentation tracking to support clinic operations.

Location: Remote. Client: Pediatric therapy clinic; remote role with play-based, family-centered approach. Roles emphasize collaboration, excellent communication, and proactive support for families and therapists.

• 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 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.

Patient Care Coordinator - Virtual Assistant (Remote) - Seattle, WA (Pacific Time) - Physical therapy clinic. Fully remote role managing the clinic’s front office workflow to ensure patients receive excellent support and a welcoming experience from first contact through ongoing care.

About the Practice: Personalized, patient-centered physical therapy services with a focus on community care. Values professionalism, empathy, reliability, and collaboration in every patient interaction.

• Answer phone calls, emails, and SMS patient inquiries.
• Schedule and confirm appointments, follow-ups, and referrals.
• Process intake forms and maintain patient records in EMR.
• Verify insurance and coordinate with billing staff as needed.
• Provide polite and professional customer service to patients.
• Support front desk workflow, including reminders, forms, and general inquiries.
• Collaborate with in-person staff to ensure smooth operations.

• 1+ year of experience in healthcare admin, receptionist, or VA role.
• Familiarity with U.S. insurance verification workflows preferred.
• Strong communication and organizational skills.
• Fluent spoken and written English.
• Comfortable working U.S. business hours (Pacific Time).

• 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.