WelcomeWare Clinic Administrator - Virtual Assistant

Rockstar Global Careers; Philippines; Remote; PHP 2,638,000 - 3,643,000; Full time

Benefits offered by this job

Competitive salary

Professional development opportunities

Dynamic team environment

Global impact

Job summary

Virtual Rockstar is seeking a WelcomeWare Clinic Administrator for a remote, US-based physical therapy practice. You will be the virtual front desk, handling patient interactions via a kiosk system and coordinating daily operations with therapists.

Ideal candidates have healthcare front-desk experience, strong communication skills, and comfort on camera. The role supports scheduling, records, and HIPAA compliance while enabling service growth worldwide.

Qualifications

• Front desk or clinic administration experience required.
• Comfortable presenting on camera and engaging with patients virtually.
• Strong organizational and multitasking skills.
• Experience with EMR systems (WebPT) and related tools.
• Available to work Eastern Standard Time hours.

Responsibilities

• Greet patients virtually via the WelcomeWare kiosk.
• Confirm appointments and manage scheduling.
• Answer phones and respond to inquiries (phone/email).
• Support patient check-in and verify records.
• Discuss financial responsibilities with patients.
• Upload/update patient files in EMR.
• Enter pre-authorizations for therapy services.
• Maintain HIPAA confidentiality.
• Coordinate with therapists and staff on daily schedules.
• Provide general administrative support.

Skills

Front desk

Patient services

On-camera

EMR systems

HIPAA compliance

Organization

Communication

Tools

WebPT

Egnyte

Athelas

Job description

Virtual Rockstar is hiring a WelcomeWare Clinic Administrator on behalf of a physical therapy practice in Pennsylvania.

The WelcomeWare Clinic Administrator will serve as the virtual front desk presence for the clinic. Operating through the WelcomeWare kiosk system, this role requires someone comfortable on camera, personable, and organized. You will be responsible for patient-facing and administrative duties, ensuring smooth daily operations and excellent patient experiences.

About Our Client:

This is a remote position.

The clinic’s mission is to redefine the patient–therapist relationship by creating a collaborative approach to care. They prioritize clinical excellence, compassionate service, and continuous growth, ensuring patients feel supported at every stage of recovery.

The team values warmth, professionalism, and efficiency and is seeking someone who can embody those traits while representing the clinic virtually as the first point of contact for patients.

Responsibilities

• Greet patients virtually via the WelcomeWare kiosk.
• Confirm patient appointments and manage the scheduling calendar.
• Answer phones and respond to patient inquiries (phone/email).
• Support patient check-in and verify patient records.
• Discuss financial responsibilities with patients as needed.
• Upload and update patient files in the EMR system.
• Obtain and enter pre-authorizations for therapy services.
• Maintain confidentiality and ensure HIPAA compliance at all times.
• Coordinate with therapists and staff to manage daily schedules.
• Provide general administrative support to clinic operations.

Requirements

• Previous experience in front desk, clinic administration, or patient services (healthcare experience strongly preferred).
• Comfortable being on camera and engaging with patients virtually.
• Warm, personable, and professional communication style.
• Strong organizational and multitasking skills.
• Experience with EMR systems (clinic uses WebPT) and tools such as Egnyte and Athelas.
• Reliable, efficient, and detail-oriented in handling daily responsibilities.
• Must be available to work Eastern Standard Time clinic hours.

Technical Requirements (WelcomeWare Workstation)

• Processor: 11th Gen Intel i5 (2.4GHz or better; Windows PC recommended).
• Memory: 8GB RAM or more.
• Connectivity: Wi-Fi 6 or Ethernet port; minimum 25 Mbps stable internet connection.
• Peripherals: 720p or better webcam, microphone, speakers, keyboard, mouse, monitor.
• Software: Latest version of Google Chrome.
• Optional (Preferred): Wireless headset, second monitor.

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 across the globe.