Patient Care Coordinator & Administrative Virtual Assistant

Qualifications

• Exceptional English communication skills, both written and verbal (C1 level Minimum),
• Strong organizational skills and attention to detail; able to manage multiple tasks and follow-ups simultaneously.
• Comfort working independently and proactively: able to figure things out, ask thoughtful questions, and take ownership of outcomes.
• Prior experience in administrative, customer support, or coordination roles
• Experience in a medical, therapy, or dental office (front desk, patient coordinator, VA, etc.). Extra plus if experienced with physical therapy Practices
• Familiarity or comfort learning about medical terminology.
• Experience working with EMR systems or similar scheduling/medical software.

Responsibilities

Patient Communication & Scheduling

• Manage incoming and outgoing patient communication (email, phone, and potentially text/portal messages).
• Schedule, reschedule, and confirm appointments for in‑person and virtual visits.
• Conduct follow-up outreach to patients (e.g., checking in after visits, responding to questions, helping them get on the schedule).
• Assist with family member/referral scheduling (e.g., when existing patients request appointments for relatives).

Administrative & Practice Support

• Monitor and respond to general clinic inquiries in a timely, professional manner.
• Help ensure patients receive superbills and any necessary documentation so they can submit for out-of-network benefits.
• Track and organize emails and tasks so nothing falls through the cracks.
• Support the development, documentation, and refinement of SOPs (Standard Operating Procedures) as the clinic grows.
• Identify opportunities to streamline processes and suggest improvements to workflows and communication.