Virtual Practice Coordinator (Part-Time, Remote)

Company: Rosewood Psychiatry

Location: Remote (must be U.S.-based, HIPAA-compliant)

Compensation: $30.00 per hour

Hours: Flexible part-time, approximately 15–20 hours per week (mornings preferred; Monday–Friday, no nights/weekends)

Start Date: Within 1–2 weeks

Job Type: Part-time, Contract

About Rosewood Psychiatry

Rosewood Psychiatry is a growing outpatient telepsychiatry practice based in Revere, MA, specializing in the treatment of anxiety, depression, ADHD, eating disorders, and other mental health concerns. We provide high-quality, personalized care through virtual visits using SimplePractice, accepting major insurances like Blue Cross Blue Shield and Optum. Our team is dedicated to a supportive, collaborative environment where patients receive compassionate, evidence-based care.

About the Role

We’re looking for a highly organized, proactive Virtual Practice Coordinator to handle all non-clinical operations and act as the central point of contact for patient coordination and provider support. This is a flexible, work-from-home position perfect for someone who thrives on independence, detail-oriented tasks, and making a real difference in patients’ access to care. You’ll own the day-to-day flow of the practice, ensuring smooth scheduling, timely refills, insurance coordination, and proactive patient follow-up.

Key Responsibilities

• Own the practice calendar: Schedule, confirm, reschedule, and manage appointments in SimplePractice.
• Process medication refill requests and e-prescribe via MDToolbox; coordinate with pharmacies and patients as needed.
• Submit, track, and follow up on prior authorizations with insurance carriers (Blue Cross Blue Shield, Optum, etc.).
• Monitor patient visit history and send automated 90-day follow-up reminders to patients not seen in 3+ months.
• Manage patient portal communications, send lab orders, and confirm upcoming appointments.
• Triage and respond to routine emails, messages, and inquiries; escalate only high-priority items to the provider.
• Prepare a concise weekly 15-minute operations summary (upcoming appointments, pending refills, reminders due) every Monday.

Qualifications

• 1+ years of administrative experience in healthcare (behavioral health, telehealth, or outpatient preferred).
• Strong proficiency with EHR/practice management systems (SimplePractice experience a big plus; willing to train the right candidate).
• Familiarity with e-prescribing tools (e.g., MDToolbox), prior authorizations, and insurance coordination a plus; willing to train the right candidate.
• Excellent written and verbal communication skills with a strong customer service orientation and focus on patient satisfaction.
• Highly organized, detail-oriented, and able to prioritize tasks effectively in a fast-paced virtual environment.
• Ability to work independently while collaborating closely with the provider team.
• High school diploma or equivalent required; medical terminology knowledge preferred.

What We Offer

• Competitive hourly rate of $30.00.
• Fully remote, flexible schedule (work when it fits your life—mornings preferred for overlap with provider availability).
• No nights, no weekends, no on-call.
• Opportunity to grow with a small, supportive practice as we expand.
• Meaningful work supporting patients in their mental health journey.

To Apply

Please email your resume and a brief cover letter (tell us why you’re excited about this role and any relevant experience with SimplePractice or prior authorizations) to [email protected].

Note: This job description provides a general overview of the position and is not an exhaustive list of duties. Rosewood Psychiatry reserves the right to amend or change responsibilities as needed to support the practice.

We look forward to hearing from you!

Pay: $25.00 per hour

Expected hours: 15.0 – 20.0 per week

Work Location: Remote