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Patient Intake Coordinator - Virtual Assistant

November 12, 2025

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 <ul> <li>Receive and review incoming patient referrals. </li> <li>Build new patient charts/cases within the clinic’s EMR system (PROMPT). </li> <li>Verify referral information and ensure required documentation is attached. </li> <li>Fax referral updates and confirmations back to referring physicians and clinics. </li> <li>Coordinate with the referral team and other virtual assistants to ensure all cases are entered accurately and efficiently. </li> <li>Maintain organized digital records to ensure all clinics have up-to-date information on incoming patients. </li> </ul> Communication & Coordination <ul> <li>Communicate with referring offices to clarify incomplete or missing referral information. </li> <li>Send updates to clinics on scheduled appointments and new patients. </li> <li>Support communication between the referral and scheduling teams to ensure patients are contacted promptly. </li> <li>Participate in weekly team meetings with staff and other virtual assistants. </li> </ul> Administrative Support <ul> <li>Update patient demographics and referral details in the EMR. </li> <li>Ensure compliance with privacy and HIPAA standards. </li> <li>Assist the referral department with data entry, faxing, and tracking of referral progress. </li> <li>Support other administrative tasks as assigned to improve intake workflows. </li> </ul> <h3>Tools & Systems Used </h3> <ul> <li>PROMPT EMR (electronic medical records system) </li> <li>Consensus Fax (referral fax system) </li> <li>Email and text communication for team coordination </li> </ul> <h3>Requirements</h3> <ul> <li>Prior experience in medical administration, patient intake, or referral coordination (physical therapy experience preferred). </li> <li>Strong organizational and multitasking skills. </li> <li>Excellent written and verbal communication abilities. </li> <li>Tech-savvy and comfortable using EMR systems and fax software. </li> <li>Detail-oriented with a commitment to accuracy and patient confidentiality. </li> <li>Team player who thrives in a collaborative environment. </li> <li>Able to work Central Time hours (Arkansas-based schedule). </li> </ul> <h3>Benefits</h3> <ul> <li>Competitive salary commensurate with experience. </li> <li>Opportunities for professional development and growth. </li> <li>Work in a dynamic and supportive team environment. </li> <li>Make a meaningful impact by helping to build and strengthen families across the globe. </li> </ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...