Senior Case Manager

Patient Care Coordinator - Virtual Assistant (Pediatrics)

Permanent

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, 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 includes 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

• Patient-Facing 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.

• Operational & Administrative Support
• 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.

• Requirements
• 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.

• 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 in the Philippines.

Patient Care Coordinator - Virtual Assistant (Seattle PT Clinic)

Permanent

This is a remote position. Virtual Rockstar is hiring a reliable and detail-oriented Patient Care Coordinator to support a growing physical therapy clinic based in Seattle, Washington (Pacific Time). In this fully remote role, you will manage the clinic’s front office workflow—ensuring patients receive excellent support and a welcoming experience from their first interaction through ongoing care.

About the Practice: The clinic is committed to providing personalized, patient-centered physical therapy services in a collaborative and supportive environment. They value professionalism, empathy, and reliability in every patient interaction. Why Join This Team? Mission-driven environment focused on patient care; opportunity to support a community-focused physical therapy practice; collaborative and compassionate team culture; direct impact on patient experience and satisfaction.

Responsibilities

• 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

Tools & Platforms

• EMR: Prompt EMR
• Communication: Gmail
• Phones: Weave
• File Management: Google Drive
• Scheduling: Prompt EMR Scheduler

Requirements

• 1+ year 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)

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 in the Philippines

This is a remote position.

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