Patient Scheduling & Chart Support Virtual Assistant

This is a remote position.

Rockstar is hiring a full-time Patient Scheduling & Chart Support Virtual Assistant on behalf of a pediatric therapy practice.

This role focuses on three core areas: managing patient scheduling, uploading documents and items to patient charts, and supporting chart review. The VA will help keep patient records accurate, organized, and complete, while ensuring scheduling runs smoothly for families and providers alike.

About the Client

This pediatric therapy practice provides comprehensive occupational, speech, physical, and feeding therapy services for children from birth through adolescence, along with early intervention, teletherapy, and social skills groups. Their mission is to empower every child to be the very best they can be, helping kids engage confidently with the world around them.

The practice takes a play-based, family-focused approach to treatment, believing that children learn best when therapy feels like fun rather than a chore, and that family involvement is essential to a child's progress. They work closely with psychologists, other medical professionals, social workers, and school-based providers to support each child's development both at the clinic and in their everyday environments. Above all, they strive to create a welcoming, supportive experience for every family who walks through their doors.

Key Responsibilities

Patient Scheduling

• Manage and coordinate patient appointment scheduling
  
• Confirm appointments and send reminders to families ahead of scheduled visits
  
• Handle rescheduling and cancellation requests promptly and accurately
  
• Manage and maintain the appointment waitlist, filling openings as they arise
  
• Coordinate with therapists to ensure schedules stay accurate and up to date
  
• Respond to scheduling-related patient and family inquiries by phone and email
  

Chart Support & Documentation

• Upload documents and items to patient charts accurately and in a timely manner
  
• Support chart review to ensure records are complete and organized
  
• Identify missing or incomplete documentation and follow up to obtain it
  
• Maintain accurate, up-to-date patient records
  
• Organize and file incoming paperwork, evaluations, and supporting documents into the correct patient chart
  

General Administrative Support

• Ensure patient privacy and confidentiality at all times
  
• Communicate with families and internal staff to keep scheduling and chart-related tasks moving smoothly
  
• Support the front office team with general administrative tasks related to patient intake and recordkeeping
  

Tools You’ll Use

• Practice Perfect (EMR)
  
• Wired Client (patient texting)
  
• Google Workspace
  

Requirements

Prior experience in a medical or healthcare administrative setting, pediatric therapy experience a plus
Comfortable managing scheduling and calendar coordination
Strong attention to detail, particularly when reviewing and organizing patient charts
Comfortable working within an EMR or patient management system
Reliable, organized, and able to work independently

Benefits

Competitive salary commensurate with experience.
Opportunities for professional development and growth.
Work in a dynamic and supportive team environment.
Make a meaningful impact by helping to build and strengthen families across the Globe