[Hiring] Patient Care Coordinator - Virtual Assistant @Rockstar

Role 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.

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.

Qualifications

• 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.

Requirements

• 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.

Benefits

• 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.