Patient Care Coordinator - Virtual Assistant

Rockstarglobal; Northern (KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Rockstar is hiring a full-time Patient Care Coordinator (Virtual Assistant) for a remote role serving a Massachusetts-based pelvic health and orthopedics clinic. You will manage patient scheduling, onboarding, and insurance workflows, acting as the primary contact for scheduling and billing while ensuring a smooth, patient-centered experience.

Ideal candidates are organized, proactive, and comfortable using Jane EMR, HubSpot, Google Workspace, Asana, and related tools.

Qualifications

• Experience in medical admin, patient care coordination, or similar healthcare support role; physical therapy experience preferred.
• Strong phone presence and written communication for texting and emailing patients.
• Experience with scheduling workflows, patient follow-up, and maintaining patient engagement with the plan of care.
• Familiarity with out-of-network insurance verification and billing support is a plus.
• Comfort with clinic tools: Jane EMR, HubSpot CRM, Google Workspace, Asana, Reimbursify, Everfit, Canva.

Responsibilities

• Coordinate patient scheduling, bookings, rescheduling, and confirmations to keep calendars accurate.
• Answer calls and texts via clinic phone-over-Internet system to support scheduling and follow-up.
• Serve as primary contact for scheduling and billing questions, ensuring a high-quality client experience.
• Lead patient follow-up to keep clients on track with their plan of care.
• Assist with new patient onboarding and intake coordination.
• Verify out-of-network insurance benefits and support superbill workflows.
• Maintain accurate patient records in the EMR and keep documentation organized.
• Manage client and physician referral lists for outreach and tracking.
• Maintain the clinic’s CRM (HubSpot) and support automated follow-up processes.
• Use Asana to manage tasks; support internal teams with organization and follow-through.
• Handle patient inquiries via phone/email while protecting privacy and confidentiality.

Skills

Medical Admin

Patient Scheduling

Phone & Email

Data Entry

Workflow Management

Tools

Jane EMR

HubSpot CRM

Google Workspace

Asana

Reimbursify

Everfit

Canva

Job description

Patient Care Coordinator - Virtual Assistant

• Work Experience Front Desk, Patient Scheduling, Medical VA, Social Media
• Remote Job

About Us

Rockstar is an industry-leading staffing company based in Arizona that helps healthcare businesses across the United States streamline operations by connecting them with skilled remote professionals. We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower personal and professional growth.

At Rockstar, we are committed to placing team members who not only meet our clients' operational needs but who also reflect our core values of integrity, excellence, and long-term service. Every placement is an opportunity to make a meaningful difference, for the practice, for patients, and for you.

Job Description

This is a remote position.

Rockstar is hiring a full-time Patient Care Coordinator on behalf of our client, a small, woman-owned physical therapy practice in Massachusetts specializing in pelvic health and orthopedics. This role is a blend of clinical coordination + executive assistant support, focused on patient management, scheduling, and insurance workflows—helping ensure clients feel supported while the clinical team stays organized and on track.

About Our Client

Our client provides 1-on-1 individualized treatment with a holistic, whole-body approach to care. They are passionate about improving maternal health outcomes and expanding awareness for pelvic health throughout Massachusetts. Their team combines the expertise of Doctors of Physical Therapy and strength coaches, integrating treatments like manual therapy, dry needling, and exercise to bridge the gap between pelvic health concerns and returning clients to the activities they love.

They intentionally foster an educational, fun, safe environment—especially for pregnancy and postpartum clients—so patients feel cared for, supported, and empowered. As a small, tight-knit team, they value working together toward quarterly and yearly goals while continuously improving as clinicians and support staff.

Responsibilities

Coordinate patient scheduling, booking, rescheduling, and appointment confirmations to keep the calendar accurate and full.

Answer incoming phone calls through the clinic’s phone-over-internet system and respond to client texts to support scheduling and follow-up.

Serve as the primary point of contact for patient questions regarding scheduling and billing, ensuring a high-quality client experience.

Lead consistent patient follow-up to keep clients on track with their plan of care (a key area where the team needs support).

Support new patient onboarding, including intake coordination and ensuring required information is collected and organized.

Verify out-of-network insurance benefits and support out-of-network billing workflows, including superbills.

Maintain accurate patient records in the EMR and ensure documentation and communication are organized and up to date.

Manage and maintain client lists and physician referral lists, keeping them current and usable for outreach and tracking.

Maintain and manage the clinic’s CRM (HubSpot), including keeping email lists up to date and supporting automated follow-up processes.

Use Asana to manage tasks and workflows; support internal team needs with strong follow-through and organization.

Support patient inquiries via phone/email and ensure privacy/confidentiality is always protected.

Requirements

Experience in a medical admin, patient care coordinator, or similar healthcare support role (physical therapy experience strongly preferred).

Confident, professional phone presence and strong written communication for texting/emailing patients.

Experience with scheduling workflows, patient follow-up, and keeping patients engaged with their plan of care.

Experience with out-of-network insurance verification and billing support (including superbills) preferred.

Comfortable using (or learning quickly) the clinic’s tools: Jane (EMR), HubSpot (CRM), Google Workspace, Asana, Reimbursify, Everfit, and Canva.

Highly organized, detail-oriented, proactive, and able to manage multiple moving parts with consistent follow-through.

Strong alignment with a warm, supportive, patient-centered environment—especially serving a maternal health and pelvic health client population.

Non Negotiables

• Highly organized with strong attention to detail
  
• Knowledge of medical billing, preferably with out-of-network billing experience
  
• Ability to multitask comfortably in a fast-paced, growing practice environment

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.