Insurance Verification & Authorization Specialist - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Insurance Verification & Authorization Specialist on behalf of our client, a well-established outpatient physical therapy practice in Washington State. This role is a critical back-office position focused on insurance eligibility, benefit verification, prior authorizations, and insurance-related documentation to ensure a smooth patient experience and protect clinic revenue.

About Our Client

Our client is a patient-centered physical therapy practice built on a strong team culture where staff and patients support one another and feel genuinely cared for. Their values of Compassion, Integrity, and Excellence guide every interactionfrom patient communication to internal collaboration and problem-solving.

They believe that a great patient experience starts with a strong internal foundation. Clear expectations, accountability, and ownership are core to how their team operates. Their mission is to help patients return to the activities that matter most to them by delivering high-quality physical therapy paired with meaningful human connection.

This same commitment applies to their team members. They invest in training, systems, and support so every team member can perform at the highest level and feel confident, prepared, and valued in their role.

Responsibilities

Insurance Verification & Benefits

• Verify insurance eligibility, benefits, co-pays, deductibles, and in-/out-of-network coverage for upcoming appointments.

• Confirm visit limits, authorization requirements, and benefit details prior to patient visits.

• Clearly document insurance information and outcomes in the EMR.

• Identify missing or incomplete insurance information and flag items for internal follow-up.

• Explain insurance benefits clearly when needed and assist with insurance-related patient inquiries.

  
  

Prior Authorizations

• Complete and submit prior authorizations using clinic-provided tutorials and payer-specific guidelines.

• Track authorization statuses, visit counts, and expiration dates to ensure compliance.

• Follow up with insurance payers regarding pending or delayed authorizations.

• Escalate issues appropriately when authorizations are denied, delayed, or unclear.

  
  

Insurance Communication & Follow-Up

• Make insurance-related phone calls to payers as needed to confirm benefits, authorizations, and coverage details.

• Liaise directly with insurance providers to clarify coverage questions and resolve discrepancies.

• Track and assist with the status of pending insurance-related items to avoid delays in care.

  
  

Medical Records & Documentation Support

• Handle medical record requests, including gathering, submitting, and tracking documentationan area identified as a major time burden for the clinic.

• Maintain accurate, organized insurance and medical records within the EMR.

• Support overall back-office workflows with strong documentation and follow-through.

  
  

Team Integration & Workflow Support

• Work as part of the clinic's back-office operations team alongside the Practice Administrator and Front Office Operations Manager.

• Collaborate with the Front Office Coordinators team to support daily workflows across multiple clinic locations.

• Use daily task trackers to organize responsibilities and report on completed work.

Requirements

• Prior experience in the healthcare industry required; physical therapy clinic experience strongly preferred.

• Hands-on experience with insurance verification and prior authorizations.

• Familiarity with major insurance payers such as UHC, BCBS, or similar carriers preferred.

• Strong attention to detail with the ability to document insurance information accurately and clearly.

• Comfortable making insurance-related phone calls and navigating payer portals.

• Experience using or willingness to learn Prompt EMR, Microsoft Outlook, Teams, Word, and Excel.

• Organized, accountable, and proactive with strong follow-through.

• Able to work independently while collaborating closely with internal teams.

• Professional, clear communicator who aligns with a high-standard, patient-first culture.

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.