Job Description
About the Opportunity
Our client is a growing pediatric therapy practice dedicated to providing compassionate, high-quality care to children and families. Their team works closely with patients, caregivers, and healthcare partners to make accessing therapy services as smooth and supportive as possible.
They are looking for a Bilingual Patient Care Coordinator who is organized, proactive, dependable, and comfortable taking ownership of important day-to-day administrative responsibilities. This is an excellent opportunity for someone with healthcare administrative experience who enjoys helping patients, communicating by phone, and keeping a busy practice organized.
As the practice continues to grow, this role will have the opportunity to take on additional responsibilities and contribute to improving our administrative and patient-support processes.
Your Top 3 Priorities
- Answer incoming phone calls and capture all inbound patient inquiries . You will serve as an important first point of contact for patients and families, ensuring their questions and information are accurately documented and appropriately handled.
- Assist with new patient intake. Help new patients and families navigate the intake process by collecting, organizing, and maintaining the information required to get started.
- Manage scheduling and rescheduling . Coordinate appointments for new and existing patients while keeping schedules accurate, organized, and up to date.
Scope of Work & Responsibilities
In this role, you will:
- Answer incoming phone calls professionally and provide excellent customer service to patients and families.
- Capture, document, and organize all inbound patient inquiries.
- Assist with new patient intake, including collecting and organizing required patient information.
- Schedule and reschedule appointments for new and existing patients.
- Maintain accurate, complete, and organized patient and administrative information within the Jane EHR system .
- Provide backup support for insurance eligibility and benefits verification .
- Manage administrative responsibilities, including calendar management.
- Provide general back-end administrative support as needed.
- Maintain organized records and ensure important information and tasks do not fall through the cracks.
- Lead weekly update meetings independently and communicate progress, priorities, and outstanding needs clearly.
- Anticipate needs, take initiative, and remain one step ahead rather than waiting for constant direction.
- Take ownership of multiple responsibilities while maintaining accuracy and consistency.
- Adapt to evolving operational needs and take on additional responsibilities as the practice grows.
- Potentially assist with referral source outreach and partnership development as the practice expands.
We are looking for someone who doesn't simply complete assigned tasks, but who can become a reliable and trusted part of the practice's day-to-day operations.
Experience Requirements
The ideal candidate will have previous healthcare or medical office administrative experience . A medical degree, clinical education, or active professional medical license (such as RN, MD, PT, or similar) is preferred but not required for this position.
Previous experience working remotely or as a Virtual Assistant is preferred, particularly when that experience involved healthcare administration or patient support.
Candidates should have:
- Extensive experience working with an Electronic Health Record (EHR) system, preferably Jane or a similar healthcare EHR platform.
- Strong phone-answering and customer service experience.
- Experience handling patient intake processes.
- Experience with patient scheduling and rescheduling .
- Knowledge or hands-on experience with insurance eligibility and benefits verification .
- Healthcare, therapy practice, or medical office experience, which is strongly preferred.
- Relevant administrative or patient-support work experience.
Language & Communication Requirements
- Bilingual English/Spanish is required.
- Must be able to speak and write English clearly and professionally.
- Strong verbal and written professional communication skills.
- Must be confident communicating with patients and families over the phone.
- Must be comfortable independently leading weekly update meetings.
Basic Requirements
- Must have relevant work experience.
- Must be proficient in speaking and writing English very clearly.
- Must be fluent in Spanish and comfortable communicating with Spanish-speaking patients and families.
- Must be able to submit an NBI Clearance and/or Local Police Clearance/background check before onboarding. This is mandatory.
- Must be available for video meetings with the camera on when needed.
- Must be able to consistently work Monday through Friday, 10:00 AM–2:00 PM CDT .
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
Job Tags
Contract work, Part time, For contractors, Work experience placement, Work at office, Local area, Remote work, Monday to Friday