Patient Scheduling & Chart Support Virtual Assistant

Rockstar; Northern (KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Rockstar is hiring a full-time Remote Patient Scheduling & Chart Support Virtual Assistant for a pediatric therapy practice. The role focuses on managing patient scheduling, uploading items to charts, and supporting chart review to ensure records are complete and organized.

The position offers remote work with flexible scheduling, working alongside a team that values integrity, excellence, and long-term service while empowering families and children to engage confidently with care plans.

Qualifications

• Prior experience in a medical or healthcare administrative setting.
• Comfortable managing scheduling and calendar coordination.
• Strong attention to detail when reviewing patient charts.
• Familiarity with an EMR or patient management system.
• Reliable, organized, and able to work independently.

Responsibilities

• Manage and coordinate patient appointment scheduling.
• Confirm appointments and send reminders to families.
• Handle rescheduling and cancellation requests promptly.
• Maintain appointment waitlist and fill openings as they arise.
• Coordinate with therapists to keep schedules accurate and up to date.
• Respond to scheduling-related inquiries by phone and email.
• Upload documents to patient charts accurately and timely.
• Support chart review to ensure records are complete and organized.
• Identify missing documentation and follow up to obtain it.
• Organize and file paperwork into the correct chart.
• Ensure patient privacy and confidentiality at all times.
• Communicate with families and internal staff to move tasks forward.
• Support front office tasks related to patient intake and recordkeeping.

Skills

Scheduling

Calendar coordination

Attention to detail

Independent work

Communication with families

Tools

Practice Perfect (EMR)

Wired Client

Google Workspace

Job description

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 Scheduling & Chart Support Virtual Assistant on behalf of a pediatric therapy practice.

This role focuses on three core areas: managing patient scheduling, uploading documents and items to patient charts, and supporting chart review. The VA will help keep patient records accurate, organized, and complete, while ensuring scheduling runs smoothly for families and providers alike.

About the Client

This pediatric therapy practice provides comprehensive occupational, speech, physical, and feeding therapy services for children from birth through adolescence, along with early intervention, teletherapy, and social skills groups. Their mission is to empower every child to be the very best they can be, helping kids engage confidently with the world around them.

The practice takes a play-based, family-focused approach to treatment, believing that children learn best when therapy feels like fun rather than a chore, and that family involvement is essential to a child's progress. They work closely with psychologists, other medical professionals, social workers, and school-based providers to support each child's development both at the clinic and in their everyday environments. Above all, they strive to create a welcoming, supportive experience for every family who walks through their doors.

Key Responsibilities

• Manage and coordinate patient appointment scheduling
• Confirm appointments and send reminders to families ahead of scheduled visits
• Handle rescheduling and cancellation requests promptly and accurately
• Manage and maintain the appointment waitlist, filling openings as they arise
• Coordinate with therapists to ensure schedules stay accurate and up to date
• Respond to scheduling-related patient and family inquiries by phone and email

Chart Support & Documentation

• Upload documents and items to patient charts accurately and in a timely manner
• Support chart review to ensure records are complete and organized
• Identify missing or incomplete documentation and follow up to obtain it
• Organize and file incoming paperwork, evaluations, and supporting documents into the correct patient chart

General Administrative Support

• Ensure patient privacy and confidentiality at all times
• Communicate with families and internal staff to keep scheduling and chart-related tasks moving smoothly
• Support the front office team with general administrative tasks related to patient intake and recordkeeping

Tools You'll Use

• Practice Perfect (EMR)
• Wired Client (patient texting)
• Google Workspace

Requirements

• Prior experience in a medical or healthcare administrative setting, pediatric therapy experience a plus
• Comfortable managing scheduling and calendar coordination
• Strong attention to detail, particularly when reviewing and organizing patient charts
• Comfortable working within an EMR or patient management system
• Reliable, organized, and able to work independently
• 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