Senior Case Manager

Patient Care Coordinator - Virtual Assistant (Pediatric Therapy Clinic)

Permanent • 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

• 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.

Permanent • Remote position • Pacific Time (Seattle, WA)

Virtual Rockstar is hiring a reliable and detail-oriented Patient Care Coordinator to support our client’s growing physical therapy clinic based in Seattle, Washington. 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 focus on community care and building strong client relationships, valuing 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