Schedule evaluations and therapy appointments for new and existing patients
Proactively pull in evaluations to keep provider schedules full
Monitor provider calendars daily to identify gaps, cancellations, and rescheduling opportunities
Actively work the waitlist to fill open appointment slots
Coordinate reschedules and cancellations to maximize provider utilization
Ensure evaluated patients are scheduled for ongoing appointments without delays
Send email communications to new patients to ensure intake paperwork is completed prior to the first appointment
Build patient profiles accurately in the practice management system
Ensure all demographic, scheduling, and intake information is entered correctly
Maintain and update patient waitlists with accuracy and consistency
Answer incoming phone calls and respond to patient inquiries via phone and email
Communicate clearly and compassionately with families regarding scheduling availability, attendance expectations, missed appointments, and late cancellations
Serve as the main point of contact for scheduling-related questions
Document detailed and accurate notes so the team can rely on scheduling records
Coordinate closely with therapists and internal team members regarding daily schedules
Assist with basic reporting and administrative tasks as needed
Follow established SOPs and workflows consistently
Take initiative to optimize schedules without waiting for direction
Escalate issues appropriately rather than guessing

Minimum 2–3 years of experience in medical scheduling, intake coordination, or healthcare administration
Experience in pediatric, therapy, or outpatient healthcare settings preferred
Comfortable managing evaluations, waitlists, and high-volume scheduling
Strong verbal and written English communication skills
Confident speaking with families and managing follow-ups
Highly detail-oriented with strong data accuracy
Proactive self-starter who takes initiative when schedules are light
Organized, reliable, and able to manage responsibility independently

Medical Virtual Assistant

Key skills