Medical Virtual Assistant – Virtual Assistant

This is a remote position.

Are you an experienced and highly professional virtual assistant with a background in medical administration? Our client, a leading physical therapy practice in Illinois, is seeking a dependable and detail-oriented Medical Virtual Assistant to support daily clinic operations and ensure a seamless patient experience.

This clinic specializes in one-on-one outpatient orthopedic and sports rehabilitation, offering both hands-on care and return-to-sport programs within a fully equipped, 15,000-square-foot gym. Their team is dedicated to helping patients recover holistically and return to the activities they love.

Responsibilities

Patient Communication & Scheduling

• Answer patient inquiries via phone, text, and email using platforms like Yahoo Mail, Comcast Business, and Textbox.com
• Manage appointment scheduling, confirmations, rescheduling, and waitlists
• Assist with new patient intake and upload virtual charts to the EMR system
• Provide accurate and empathetic responses to patient questions about physical therapy, insurance, and billing
• Send and receive medical records, including coordinating payment collection for record requests

Insurance & Billing Support

• Verify insurance coverage and obtain necessary pre-authorizations
• Update patient files and explain insurance benefits clearly and professionally
• Collect and track payments, send payment logs, and ensure payment confirmations
• Follow up with patients for updated billing information when needed

Administrative Support

• Manage therapists’ schedules and coordinate daily appointment logistics
• Maintain accurate electronic medical records using WebPT and WebPT Billing
• Generate invoices and basic reports
• Support general administrative duties such as document preparation and internal communication

Requirements

• Prior experience as a medical virtual assistant or front office coordinator in a healthcare setting
• Proficiency with WebPT EMR and billing systems preferred
• Excellent communication skills, both written and verbal
• Calm, professional demeanor when working with anxious or demanding patients
• Strong organizational and time-management abilities
• Comfortable handling confidential patient information and financial transactions

Tools You Will Use

• WebPT (EMR & Billing)
• Yahoo Mail, Comcast Business (VoIP), Textbox.com
• Internal systems for payment tracking, scheduling, and communication

Work Schedule & Training

• Full-time role aligned with U.S. business hours
• Two-week training period with the current front office coordinator
• Ongoing support and integration into the existing team structure

This is a high-expectation, high-support environment. The ideal candidate is reliable, solutions-oriented, and able to work independently while collaborating closely with a committed clinical team. You’ll be the first point of contact for patients and play a key role in ensuring the clinic runs smoothly each day.

Professionalism, empathy, and clear communication are essential.

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 in the Philippines.

Desired Skills and Experience

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred.

Familiarity with WebPT EMR and Therabill for patient payment posting is a plus.

Strong communication skills, both written and verbal.

Ability to manage multiple tasks and prioritize effectively.

Excellent organizational skills and attention to detail.

High level of professionalism and commitment to maintaining patient confidentiality.

Comfortable with remote work and proficient in using virtual communication tools.

Knowledge of insurance verification and pre-authorizations is a plus.

Ability to work collaboratively with a team and contribute to a positive patient experience.