WelcomeWare Clinic Administrator - Virtual Assistant

Rockstar; Pennsylvania; Remote; USD 42,000 - 64,000; Full time

Job summary

Rockstar is recruiting a WelcomeWare Clinic Administrator to support a Pennsylvania-based physical therapy practice. This is a remote, front-desk role with focus on patient intake, scheduling, and virtual interactions using the WelcomeWare kiosk system.

You will greet patients, manage appointments, verify records, discuss payments, and coordinate with therapists while maintaining HIPAA compliance. Strong organizational skills and comfort on camera are essential for success.

Qualifications

• Experience in front desk, clinic administration, or patient services.
• Comfortable on camera and engaging with patients virtually.
• Strong organizational and multitasking skills.
• Experience with EMR systems (WebPT) and tools like Egnyte and Athelas.
• 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 experience

Patient services

Excellent communication

Tools

WebPT

Egnyte

Athelas

Job description

Rockstar | Full time

WelcomeWare Clinic Administrator - Virtual Assistant

• Work Experience Medical VA, Scheduling, Insurance verification
• 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.

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

The WelcomeWare Clinic Administrator will serve as the virtual front desk presence for the clinic. Operating through the WelcomeWare kiosk system, this role requires someone comfortable on camera, personable, and organized. You will be responsible for patient-facing and administrative duties, ensuring smooth daily operations and excellent patient experiences.

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.