Patient Intake & Scheduling Virtual Assistant

This is a remote position.

Rockstar is hiring a Patient Intake & Scheduling Virtual Assistant for a fully remote, full-time position that sits at the front of the patient pipeline. You are not a passive scheduler, you are the person who keeps therapists' caseloads full and families moving smoothly from first contact to first appointment. You own two connected workflows completely: new patient intake and schedule management across both clinic locations.​

About the Client

This is a small, high-performing pediatric therapy practice with two clinic locations. The team communicates all day through Zoom, chat, phone, and video, and moves quickly while still being genuinely supportive to work with. They invest heavily in their people, give feedback early and often, celebrate wins, and want someone who wants to grow with the team long-term, not just pass through.

This is a fully remote role, but you'll be treated as a real member of the team from day one.

Key Responsibilities

New Patient Pipeline

• 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
  

Schedule Management

• 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
  
• Work closely with the Admin Manager and clinical team to ensure schedule accuracy and continuity
  
• Hand off scheduled patients smoothly to the in-office team once they're in the system
  

Tools & Systems

• PracticePro
  
• IntakeQ
  
• Microsoft 365 (Outlook, SharePoint, Teams)
  
• Zoom (phone, chat, video)
  

Requirements

• Experience in a medical, healthcare, or dental office setting, scheduling or front desk experience 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, you'll be corresponding directly with families via email
  
• Able to work full-time during Eastern Time business hours
  
• Reliable internet connection and a professional, distraction-free remote work environment
  

What Makes You Stand Out

• Experience in a pediatric or therapy practice specifically
  
• Experience coordinating across multiple clinic locations
  
• Experience managing a high-volume scheduling queue independently
  
• Experience handling insurance benefits conversations directly with patients or families
  
• Familiarity with how authorization and referral workflows operate in outpatient therapy
  

Non-Negotiables

• Shows up consistently and can be counted on
  
• A problem solver who doesn't wait to be told what to do
  
• Detail-oriented, catches errors before they become real consequences for families
  
• Fast without being sloppy
  
• Warm but efficient in communication with stressed parents
  
• A finisher, completes what they start
  
• Committed to growing with the team long-term
  

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