Patient Intake Coordinator - Virtual Assistant

<p>This is a remote position.</p> <p>Virtual Rockstar is hiring a Patient Intake Coordinator on behalf of a therapist-owned physical therapy company with over 20 clinics across Northern Arkansas.<br></p> <p>The Patient Intake Coordinator will be responsible for managing new patient referrals, building charts, coordinating with clinics, and ensuring all referral documentation is accurate and complete. This role serves as a crucial link between providers, clinics, and patients — ensuring every referral is processed promptly and every patient is set up for success from day one.<br></p> <p>The ideal candidate is organized, detail-oriented, and proactive, with a strong ability to multitask and communicate effectively in a fast-paced healthcare environment.<br></p> <p>About Our Client:<br></p> <p>The organization is community-focused and built on a culture of teamwork, collaboration, and family values. Every team member plays a vital role in delivering high-quality care, and the clinic emphasizes communication, reliability, and compassion in every interaction with patients and providers.<br></p> <p>This is an opportunity to join a growing team that values efficiency, professionalism, and a shared commitment to improving patients’ lives through movement and rehabilitation.<br></p> <p>Responsibilities<br></p> <p>Referral & Chart Management<br></p> <ul> <li><p>Receive and review incoming patient referrals.<br></p></li> <li><p>Build new patient charts/cases within the clinic’s EMR system (PROMPT).<br></p></li> <li><p>Verify referral information and ensure required documentation is attached.<br></p></li> <li><p>Fax referral updates and confirmations back to referring physicians and clinics.<br></p></li> <li><p>Coordinate with the referral team and other virtual assistants to ensure all cases are entered accurately and efficiently.<br></p></li> <li><p>Maintain organized digital records to ensure all clinics have up-to-date information on incoming patients.<br></p></li> </ul> <p>Communication & Coordination<br></p> <ul> <li><p>Communicate with referring offices to clarify incomplete or missing referral information.<br></p></li> <li><p>Send updates to clinics on scheduled appointments and new patients.<br></p></li> <li><p>Support communication between the referral and scheduling teams to ensure patients are contacted promptly.<br></p></li> <li><p>Participate in weekly team meetings with staff and other virtual assistants.<br></p></li> </ul> <p>Administrative Support<br></p> <ul> <li><p>Update patient demographics and referral details in the EMR.<br></p></li> <li><p>Ensure compliance with privacy and HIPAA standards.<br></p></li> <li><p>Assist the referral department with data entry, faxing, and tracking of referral progress.<br></p></li> <li><p>Support other administrative tasks as assigned to improve intake workflows.<br></p></li> </ul> <h3>Tools & Systems Used<br></h3> <ul> <li><p>PROMPT EMR (electronic medical records system)<br></p></li> <li><p>Consensus Fax (referral fax system)<br></p></li> <li><p>Email and text communication for team coordination<br></p></li> </ul> <br> <br> <h3>Requirements</h3> <ul> <li><p>Prior experience in medical administration, patient intake, or referral coordination (physical therapy experience preferred).<br></p></li> <li><p>Strong organizational and multitasking skills.<br></p></li> <li><p>Excellent written and verbal communication abilities.<br></p></li> <li><p>Tech-savvy and comfortable using EMR systems and fax software.<br></p></li> <li><p>Detail-oriented with a commitment to accuracy and patient confidentiality.<br></p></li> <li><p>Team player who thrives in a collaborative environment.<br></p></li> <li><p>Able to work Central Time hours (Arkansas-based schedule).<br></p></li> </ul> <br> <br> <h3>Benefits</h3> <ul> <li><p>Competitive salary commensurate with experience.<br></p></li> <li><p>Opportunities for professional development and growth.<br></p></li> <li><p>Work in a dynamic and supportive team environment.<br></p></li> <li><p>Make a meaningful impact by helping to build and strengthen families across the globe.<br></p></li> </ul> <br> <br>