Patient Intake Coordinator - Virtual Assistant

This is a remote position. Virtual Rockstar is hiring a Patient Intake Coordinator on behalf of a therapist-owned physical therapy company with over 20 clinics across Northern Arkansas. 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. The ideal candidate is organized, detail-oriented, and proactive, with a strong ability to multitask and communicate effectively in a fast-paced healthcare environment. About Our Client: 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. 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.

Responsibilities

Referral & Chart Management

• Receive and review incoming patient referrals.
• Build new patient charts/cases within the clinic’s EMR system (PROMPT).
• Verify referral information and ensure required documentation is attached.
• Fax referral updates and confirmations back to referring physicians and clinics.
• Coordinate with the referral team and other virtual assistants to ensure all cases are entered accurately and efficiently.
• Maintain organized digital records to ensure all clinics have up-to-date information on incoming patients.

Communication & Coordination

• Communicate with referring offices to clarify incomplete or missing referral information.
• Send updates to clinics on scheduled appointments and new patients.
• Support communication between the referral and scheduling teams to ensure patients are contacted promptly.
• Participate in weekly team meetings with staff and other virtual assistants.

Administrative Support

• Update patient demographics and referral details in the EMR.
• Ensure compliance with privacy and HIPAA standards.
• Assist the referral department with data entry, faxing, and tracking of referral progress.
• Support other administrative tasks as assigned to improve intake workflows.

Tools & Systems Used

• PROMPT EMR (electronic medical records system)
• Consensus Fax (referral fax system)
• Email and text communication for team coordination

Requirements

• Prior experience in medical administration, patient intake, or referral coordination (physical therapy experience preferred).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Tech-savvy and comfortable using EMR systems and fax software.
• Detail-oriented with a commitment to accuracy and patient confidentiality.
• Team player who thrives in a collaborative environment.
• Able to work Central Time hours (Arkansas-based schedule).

Benefits

• Competitive salary commensurate with experience.