We are seeking a detail-oriented, proactive, and compassionate Virtual Patient Care Coordinator to manage front-line patient engagement and administrative operations for our growing medical practice. Operating in a high-touch care setting, our clinic prioritizes seamless patient onboarding, clear communication, and meticulous clinical follow-through.

This is a dynamic administrative role designed for an experienced healthcare Virtual Assistant who can take full ownership of daily workflows—from patient intake and portal communications to lab tracking and appointment scheduling. We are prioritizing candidates with direct, hands-on experience using Practice Better EMR and a strong background supporting U.S. healthcare practices. As our practice expands, this role offers the opportunity to take on broader administrative and brand engagement responsibilities.

Schedule: Full-Time, 40 hours per week | Monday – Friday, 9:00 AM – 5:00 PM EST (US Eastern Standard Time)

VA's Top 3 Daily Tasks

1. Patient Communication: Managing patient portal messaging, responding to inquiries, and conducting outbound communication with empathy and clarity.
2. Lab Management: Ordering lab tests, tracking incoming results, uploading documents, and keeping charts updated.
3. Appointment & Calendar Management: Setting, confirming, and rescheduling consultations while maintaining optimized provider calendars.

Core Responsibilities

• Patient Onboarding & Intake: Guide new patients through the intake journey, ensuring all demographic details, consent forms, and medical histories are completed accurately.
• Portal & Social Media Monitoring: Monitor patient portal messages and practice social media channels for incoming patient inquiries, providing timely responses using approved guidelines.
• Lab Results & Record Management: Oversee lab order creation, track outstanding diagnostic reports, and manage result uploads for provider review.
• Billing & Invoice Follow-Up: Assist with sending patient invoices, managing billing follow-ups, and handling basic account inquiries.
• Practice Growth Support: Adapt to expanding administrative needs over time, including potential future involvement in marketing and content support as you become deeply familiar with our practice brand.

Requirements

Required Qualifications

• EMR Mastery: Hands-on experience navigating Practice Better EMR is strictly required.
• U.S. Healthcare Background: Proven experience supporting a U.S.-based healthcare practice or clinical team.
• Core Administrative Competency: Demonstrated experience managing patient communications, lab orders/results workflows, and calendar management.
• Communication Excellence: Outstanding written and spoken English skills with an empathetic, professional tone for portal and phone interactions.
• Detail & Follow-Through: Highly organized self-starter capable of managing multiple open patient tasks, tracking lab results, and executing administrative follow-up without dropping details.
• Remote Workspace: A quiet, HIPAA-compliant home office equipped with high-speed internet, a secure computer, and a professional headset.

Preferred Qualifications

• Specialty Experience: Prior administrative experience in Women's Health, Functional Medicine, Hormone Replacement Therapy (HRT), or Concierge Medicine.
• Social Media & Marketing Interest: Experience or interest in social media community management and basic digital marketing/content support.
• Invoice & Billing Experience: Familiarity with issuing patient superbills, processing invoices, and following up on outstanding accounts.

Ideal Candidate Profile

The ideal candidate is a proactive administrative professional who takes pride in creating a warm, organized experience for every patient. You are intimately familiar with Practice Better, comfortable managing diagnostic lab workflows, and eager to grow alongside a modern, patient-centered practice.