Patient Care Coordinator - Virtual Assistant

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. About Our Client Our client provides 1-on-1 individualized treatment with a holistic, whole-body approach to care. They are passionate about improving maternal health outcomes and expanding awareness for pelvic health throughout Massachusetts. Their team combines the expertise of Doctors of Physical Therapy and strength coaches, integrating treatments like manual therapy, dry needling, and exercise to bridge the gap between pelvic health concerns and returning clients to the activities they love. They intentionally foster an educational, fun, safe environment—especially for pregnancy and postpartum clients—so patients feel cared for, supported, and empowered. As a small, tight-knit team, they value working together toward quarterly and yearly goals while continuously improving as clinicians and support staff.

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.

Requirements

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. Non Negotiables 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.