Patient Care Coordinator

This is a remote position.

Virtual Rockstar is hiring a full-time Patient Care Coordinator on behalf of our client — a trusted physical therapy practice based in Washington State. This role is perfect for someone who's organized, detail-oriented, and passionate about helping people navigate their healthcare journey with care and professionalism.

As the Patient Care Coordinator, you'll be the heart of patient communication — responsible for managing scheduling, patient intake, and daily administrative support. You'll ensure that every interaction reflects professionalism, compassion, and accuracy.

This position plays a critical role in keeping the clinic running smoothly, from coordinating appointments and maintaining records to following up with patients and supporting the physical therapy team with administrative tasks.

You'll play an essential part in the patient experience, serving as the first point of contact for inquiries, scheduling appointments, and supporting a busy clinical team.

Our client's physical therapy practice is grounded in the belief that healthcare should be personal, human, and joyful. Their mission is to provide compassionate, individualized care that helps patients regain mobility and reclaim the activities that bring them joy — from hiking and running to playing with their kids.

They are known for delivering high-quality, personalized therapy in a positive and welcoming environment built on teamwork, integrity, and community connection. Their core values include Service, Teamwork, Accountability, Communication, Community, and Inspiration.

This is a wonderful opportunity to be part of a team that truly values collaboration, empathy, and patient-centered care.

Responsibilities

Patient Scheduling & Communication

• Serve as the primary point of contact for patients via phone, email, and online platforms
  

• Schedule, confirm, and reschedule appointments in alignment with therapist availability
  

• Manage patient inquiries, answer questions, and provide guidance with a friendly, professional tone
  

• Follow up with new patient leads, appointment requests, and those who have fallen off the schedule
  

• Contact patients on the waitlist to fill open appointment slots and maximize the clinic's daily schedule
  

• Ensure all scheduling details are accurate in the Practice Pro system
  

Patient Intake & Record Management

• Complete patient intake, collect necessary documentation, and enter data into the EMR
  

• Process faxes and scans, rename files, and upload to the correct patient charts
  

• Manage and track medical records requests in compliance with HIPAA standards
  

• Maintain updated and accurate patient records in digital systems
  

Coordination & Administrative Support

• Collaborate closely with therapists to manage calendars and ensure seamless daily operations
  

• Support follow-up calls post-evaluation to ensure patients received their home exercise program and were satisfied with their care
  

• Communicate with referral sources and manage incoming referrals and requests
  

• Help with data entry, reporting, and administrative projects as assigned
  

• Maintain clear communication across the team via Microsoft Teams and email
  

Customer Service Excellence

• Deliver a friendly, empathetic, and professional experience to every patient
  

• Handle scheduling conflicts, cancellations, or complaints calmly and effectively
  

• Ensure each patient interaction aligns with the practice's values of service and compassion
  

• 2+ years of experience in patient coordination, medical administration, or healthcare customer service
  

• Strong communication and interpersonal skills — both verbal and written
  

• Excellent attention to detail and time management skills
  

• Proficient in:
  

  • Microsoft 365 (Outlook, Teams, Excel)
    

  • Practice Pro, Weave, FOTO Analytics, and ZocDoc (or similar systems)
    

• Experience with EMR systems and patient scheduling software
  

• Ability to multitask effectively in a fast-paced clinical setting
  

• Knowledge of HIPAA and patient confidentiality practices
  

• Positive, empathetic attitude and ability to work collaboratively with a team
  

• Reliable internet connection and a quiet workspace suitable for handling patient calls
  

• 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 across the globe.