Medical Virtual Assistant

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a patient-centered physical therapy practice serving rural communities near a major metropolitan area. The Medical Virtual Assistant will play a key role in supporting front office and billing operations by assisting with insurance verifications, authorizations, medical records requests, patient communication, and administrative tasks. This role is designed to help ensure a smooth patient experience from intake to treatment while supporting the clinic’s internal teams.

About Our Client

The practice operates multiple outpatient physical therapy clinics and is deeply committed to delivering exceptional customer service at every stage of the patient journey. Their team values clear communication, patient education, and collaboration across the front office, therapy staff, and billing team to ensure patients fully understand their care and financial responsibilities. They foster a supportive, team-oriented environment where going the extra mile for patients is the standard.

Responsibilities

Scheduling & Patient Communication

• Confirm and manage patient appointments
• Handle patient inquiries via phone and email
• Assist with appointment reschedules and cancellations
• Coordinate telehealth appointments as needed
• Follow up with patients post-session
• Send exercise programs, treatment plans, and personalized communications
• Manage referrals from other healthcare providers

Insurance, Benefits & Authorizations

• Verify patient insurance coverage and eligibility
• Obtain and track pre-authorizations for procedures
• Update patient files with insurance and authorization details
• Explain insurance benefits and financial responsibilities to patients
• Liaise with insurance companies and provider portals
• Assist patients with insurance-related questions
• Track pending claims and support the billing team as needed

Medical Records & Administrative Support

• Process medical records requests
• Maintain accurate electronic medical records
• Assist with billing-related administrative tasks
• Support the front office team with daily operations
• Perform data entry and generate basic reports
• Prepare documents and manage email correspondence
• Maintain waitlists and contact patients for feedback

Tools & Systems Used

• Prompt EMR
• Insurance provider portals
• Phone and email systems
• Internal scheduling and documentation tools

Requirements

• Prior experience as a Medical Virtual Assistant, medical receptionist, or healthcare administrative role
• Strong knowledge of insurance verification, benefits, and authorizations
  
• Excellent written and spoken English communication skills
• Highly organized with strong attention to detail
• Comfortable handling patient-facing communication professionally and empathetically
• Tech-savvy and able to learn new systems quickly (Prompt EMR experience is a plus)
• Ability to maintain patient confidentiality and HIPAA compliance
• Must be able to work Mountain Time hours

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.

Desired Skills and Experience

Medical Virtual Assistant, Insurance Verification, Patient Scheduling