WelcomeWare Clinic Administrator - Virtual Assistant

Virtual Rockstar; Polska; Hybrid; PLN 164,000 - 258,000; Full time

Benefits offered by this job

Remote work

Professional development

Supportive team environment

Job summary

WelcomeWare Clinic Administrator for a Pennsylvania-based clinic. This remote role serves as the first point of contact for patients, greeting them virtually and coordinating scheduling and inquiries while supporting clinic operations.

The ideal candidate has front desk/clinic admin experience, is comfortable on camera, and demonstrates strong organizational skills. Proficiency with EMR systems (WebPT) and tools like Egnyte and Athlas is preferred; availability to work Eastern Time is required.

Qualifications

• Healthcare front desk or clinic administration experience preferred.
• Comfortable on camera and engaging with patients virtually.
• Warm, personable, and professional communication style.
• Strong organizational and multitasking skills.
• Experience with EMR systems (WebPT) and tools such as Egnyte and Athlas.
• Available to work Eastern Standard Time clinic hours.

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.

Skills

Front desk

Clinic administration

Patient services

Virtual engagement

Organizational skills

Multitasking

HIPAA awareness

Strong communication

Reliability

Tools

WebPT

Egnyte

Athlas

Job description

WelcomeWare Clinic Administrator - Virtual Assistant

Job Description

This is a remote position.

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

About Our Client:

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.

• 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.