Remote Patient Onboarding & Intake Coordinator

Virtual Rockstar; Polska; Hybrid; PLN 157,000 - 236,000; Full time

Job summary

Virtual Rockstar is hiring a Patient Intake Coordinator on behalf of a therapist-owned physical therapy company with over 20 clinics across Northern Arkansas. The role is remote and focuses on managing new patient referrals, building charts in PROMPT EMR, and coordinating with clinics to ensure complete documentation and compliance.

The ideal candidate is organized, detail-oriented, and has strong communication skills, with experience in medical administration or referral coordination.

Qualifications

• Prior experience in medical administration, patient intake, or referral coordination (physical therapy experience preferred).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Tech-savvy and comfortable using EMR systems and fax software.
• Detail-oriented with a commitment to accuracy and patient confidentiality.
• Team player who thrives in a collaborative environment.
• Able to work Central Time hours (Arkansas-based schedule).
• 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.

Responsibilities

• Referral & Chart Management
• Receive and review incoming patient referrals.
• Build new patient charts/cases within the clinic’s EMR system (PROMPT).
• Verify referral information and ensure required documentation is attached.
• Fax referral updates and confirmations back to referring physicians and clinics.
• Coordinate with the referral team and other virtual assistants to ensure all cases are entered accurately and efficiently.
• Maintain organized digital records to ensure all clinics have up-to-date information on incoming patients.
• Communication & Coordination
• Communicate with referring offices to clarify incomplete or missing referral information.
• Send updates to clinics on scheduled appointments and new patients.
• Support communication between the referral and scheduling teams to ensure patients are contacted promptly.
• Participate in weekly team meetings with staff and other virtual assistants.
• Administrative Support
• Update patient demographics and referral details in the EMR.
• Ensure compliance with privacy and HIPAA standards.
• Assist the referral department with data entry, faxing, and tracking of referral progress.
• Support other administrative tasks as assigned to improve intake workflows.

Skills

Medical billing

Claims management

RCM

Denial management

Tools

PROMPT EMR

EMR systems

Fax software

Email/Text coordination

Job description

Virtual Rockstar is hiring a Patient Intake Coordinator on behalf of a therapist-owned physical therapy company with over 20 clinics across Northern Arkansas. The role is remote and focuses on managing new patient referrals, building charts in PROMPT EMR, and coordinating with clinics to ensure complete documentation and compliance.

The ideal candidate is organized, detail-oriented, and has strong communication skills, with experience in medical administration or referral coordination.