Phrn Patient Care Team Lead
3 days ago
This is a remote position.
OverviewVirtual 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.
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, with a warm and supportive culture focused 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.
- 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.
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