Virtual Front Office Coordinator

Virtual Front Office Coordinator/Welcome Ware Agent

The Virtual Front Office Coordinator/Welcome Ware Agent serves as a primary patient‑facing administrative role for a clinic and is responsible for delivering a high‑quality patient experience during the check‑in and check‑out process, reviewing insurance benefits with the patient, collecting payments, and coordinating with centralized operational departments.

The Virtual Front Office Coordinator/Welcome Ware Agent plays a key role in maintaining the clinic’s flow, supporting therapists, and ensuring patients receive exceptional customer service while administrative processes are handled accurately and efficiently.

• Check in patients, verify information, and manage payments
• Handle messages, intake forms, portal tasks, and Zoc Doc conversions
• Schedule patients and support therapist workflow
• Maintain clinic flow, professionalism, and accurate patient tracking
• Complete end‑of‑day duties, deposits, account audits, and cash‑service authorizations

• High school diploma or equivalent required; additional healthcare or administrative experience preferred.
• Strong communication and customer‑service skills with a calm, professional presence.
• Ability to multitask across clinics and manage a fast‑paced patient flow.
• Confident navigating technology, software systems, and virtual communication tools.
• Organized, detail‑oriented, and comfortable following structured processes.
• Knowledge of clinic operations or front‑desk workflow is helpful but not required.
• Ability to maintain confidentiality and comply with HIPAA at all times.