Admin Team Coordinator – Virtual Assistant

Job Description: • Lead and support the administrative team while fostering accountability, teamwork, and proactive problem-solving. • Manage daily and weekly team meeting workflows, including note-taking, transcription management, distributing updates, and tracking progress on goals. • Organize and track administrative team projects such as: Annual insurance verifications, Annual patient information updates, Monitoring EMR accuracy and ensuring timely patient discharges. • Serve as backup for front office tasks when needed (excluding Medicaid/CMO authorizations). • Assist with patient scheduling, waitlist management, and discharging inactive patients. • Handle incoming faxes and manage shared email inboxes. • Collect co-pays and coinsurance when required. • Manage new patient referrals and oversee the intake process. • Track plans of care and monitor authorization compliance. • Verify benefits for both commercial and Medicaid policies. • Track MD signatures and ensure documentation accuracy throughout the patient lifecycle. • Assist with patient balance calls and provide support with billing questions. • Interpret, track, and maintain strong performance across key KPIs, including Advanced scheduling, Clinician capacity utilization, Arrival percentages, Referral trends, New clinician caseload development. • Produce reports that highlight billing performance insights, administrative milestones, and barriers. Requirements: • 2+ years of experience in healthcare administration supporting medical office operations, preferably in pediatrics or therapy settings. • 1+ year of experience supervising or coordinating an administrative team. • Strong understanding of the patient lifecycle, insurance workflows, and revenue cycle processes. • Excellent verbal and written communication skills; ability to support both families and internal staff professionally. • High accountability, attention to detail, and strong organizational skills. • Ability to work proactively, resourcefully, and independently in a fast-paced environment. • Proficiency in EMR systems, scheduling platforms, and general office software (client uses Fusion/Ensora, Monday.com, Microsoft 365, and Curogram). 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. Apply tot his job Apply To this Job