We are a private acupuncture clinic delivering exceptional patient care. We seek a warm, professional, and tech-savvy Virtual Patient Care Coordinator to act as our virtual front desk during live patient shifts and support administrative, EHR, and follow-up tasks. This is not a basic admin role—you will represent the clinic, manage patient flow, and ensure a seamless experience.

Responsibilities

Live Clinic Support: Join live during clinic hours via FaceTime or platform, answer calls confidently, guide patients toward consultations, monitor reception camera, support check-ins, log updates in OptiMantra, generate superbills/invoices, track packages, prepare Good Faith Estimates, and communicate via Google Voice/email.

Patient Follow-Up: Follow up with leads who did not book, re-engage patients who paused care, conduct outreach campaigns, and maintain rapport.

Administrative Support: Maintain accurate EHR documentation, track workflow in Google Sheets, support light billing, ensure HIPAA compliance, and keep systems organized.

Flexible / Off-Hour Tasks: Return missed calls, schedule social media content (Canva + OneUp), make minor edits, and assist with admin initiatives.

Tools / Platforms

Hubstaff, Google Workspace (Docs, Sheets, Drive, Voice), iCloud, Eufy Security, Tuya, Alexa, Plaud, Canon, Canva, OneUp, Zoom

Required Skills & Qualities

Near-native English with confident, professional phone presence
Warm, empathetic, and authoritative communication
Highly organized, detail-oriented, and dependable
Comfortable managing multiple platforms
Experience with EHR systems preferred (OptiMantra a plus)
Reliable during US-EST clinic hours

Application Instructions

Video Intro: 1–2 min video introducing yourself and why you’re a good fit.
Work Background & Availability: Share relevant experience, availability, and whether you want full- or part-time.
Tech & Workspace: Confirm stable internet, reliable computer, and quiet workspace.
Include the word “FLOW” to show you read the posting.

About the company

Potomac Acupuncture & Wellness