Remote Pediatric Intake & Scheduling Coordinator

Rockstar; Northern (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Rockstar is hiring a remote, full-time Patient Intake & Scheduling Virtual Assistant to sit at the front of the patient pipeline for a pediatric therapy practice. You will own two connected workflows: new patient intake and schedule management across both clinic locations, coordinating with the Intake Coordinator to move from referral to scheduled evaluation.

You will review referrals, verify insurance benefits, generate financial agreements with IntakeQ, and manage therapist calendars with

Qualifications

• Experience in a medical, healthcare, or dental office setting scheduling/front desk is preferred.
• Familiarity with insurance benefits verification including co-pays, deductibles, and authorizations.
• Experience with electronic medical record or scheduling systems; PracticePro experience is a strong plus.
• Experience with patient intake platforms.
• Proficient with Microsoft 365 (Outlook, SharePoint, Teams).
• Strong written English communication skills for family correspondence.
• Able to work full-time during Eastern Time business hours.
• Reliable internet connection and a professional, distraction-free remote work environment.

Responsibilities

• Review incoming referrals and determine next steps.
• Verify insurance benefits for new patients and communicate findings clearly to families.
• Generate and send financial agreements to new patients using IntakeQ.
• Coordinate with the Intake Coordinator to ensure every new patient moves from referral to scheduled evaluation without delay.
• Get initial evaluations on the calendar across both clinic locations.
• Manage and maintain therapist schedules across both clinic locations using PracticePro.
• Keep open slots filled and caseloads moving, proactively identify gaps and fill them.
• Coordinate new patient scheduling from first contact through confirmed appointment and hand off to in-office team.

Skills

Strong written English communication

Remote work discipline

Eastern Time availability

Attention to detail

Tools

PracticePro

IntakeQ

Microsoft 365 (Outlook, SharePoint, Teams)

Zoom

Job description

Rockstar is hiring a remote, full-time Patient Intake & Scheduling Virtual Assistant to sit at the front of the patient pipeline for a pediatric therapy practice. You will own two connected workflows: new patient intake and schedule management across both clinic locations, coordinating with the Intake Coordinator to move from referral to scheduled evaluation.

You will review referrals, verify insurance benefits, generate financial agreements with IntakeQ, and manage therapist calendars with