PT Patient Coordinator / Practice Manager

Job Title
Patient Coordinator / Practice Manager (Remote, Contractor | 25 hrs/week)

Location
Remote (must be available during Eastern Time business hours)

Work Schedule / Coverage
Monday–Friday, 4-5 hours per day in Eastern Time (Part-time: 25 hours/week)

Flexible but predetermined availability during one of the following windows: 

• 9 am - 2 pm, 
• 11 am - 4 pm
• 1 pm - 6 pm OR
• 3 check points during the window of 9am-6pm that amount to the 4-5 hours per day. 

Employment Type
Contractor (1099) with potential to transition to W-2 employee in the future.

Role Summary
My DPC VA is hiring a Patient Coordinator / Practice Manager to support a growing medical practice (~350 patients, two providers).

This role is more advanced than a traditional virtual assistant: you will become highly familiar with the practice’s day-to-day operations and serve as a reliable, patient-facing point of contact—answering questions, guiding patients through processes, and keeping workflows organized and moving.
This is a great fit for someone who is calm, organized, warm with patients, and confident learning new systems quickly.

Key Responsibilities

• Patient Communication & Support
• Serve as a primary point of contact for patient questions (phone, secure messaging, email/portal as applicable)
• Provide clear guidance on practice processes (scheduling, onboarding steps, forms, general “how do I…?” questions)
• Triage requests appropriately and escalate clinical concerns to the provider/team per protocol
  Maintain a professional, warm, consistent patient experience
• Scheduling & Coordination
• Manage appointment scheduling/rescheduling, confirmations, and basic calendar coordination
• Coordinate follow-ups and ensure patients receive next-step instructions
• Track open items and close loops reliably
• Practice Operations (“Practice Manager” Support)
• Learn and maintain the practice’s workflows and help keep them running smoothly
• Maintain internal documentation (quick reference guides, SOPs, templates)
• Support daily operations: inbox/task management, routine workflow follow-through
• Identify bottlenecks and suggest process improvements (efficiency + patient experience)
• Admin Support (as assigned by the practice)
• Assist with obtaining medical records/referrals and document handling (per practice process)
• Ensure patient demographics/contact details are accurate in the system
• Support intake/onboarding workflows and forms
  

Tools & Systems
(Varies by practice; training provided.)

May include phone/VoIP, secure messaging platforms, EHR/PM tools, fax tools, Google Workspace/Drive, task trackers, and time tracking.

Required Qualifications

• Strong written and verbal communication (clear, patient-friendly, professional)
• High attention to detail and strong follow-through
• Comfortable working independently in a remote environment
• Strong tech skills and ability to learn new platforms quickly
• Discretion with sensitive information (HIPAA-minded)
  
  

Preferred Qualifications

• Experience in healthcare admin, front desk, patient coordination, or practice operations
• Spanish-speaking preferred (not required for this client)
• Experience documenting workflows / building simple SOPs

Compensation
TBD based on experience and scope (contractor rate)

Training & Onboarding
Structured onboarding with My DPC VA + practice-specific training
Clear escalation pathways and expectations
Ongoing support and check-ins

What Success Looks Like (30–90 Days)

• Patients receive fast, clear, kind responses and know what to do next.
• Scheduling and coordination are smooth and consistent
• Practice workflows are documented and repeatable
• Provider/admin team feels meaningful relief because someone owns the operational details

How to Apply

• Submit resume and a short note describing:
• Patient-facing communication experience
• Healthcare admin/practice operations experience (if any)
• Confirmation of availability Mon–Fri 4-5 hours per day (Part-time) 
• Spanish ability (optional)