Medical Virtual Assistant (Front Desk & Patient Scheduling Support)

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a growing physical therapy practice to support front desk operations, patient scheduling, and inbound call management. This role is ideal for someone who is confident on the phone, detail-oriented, and able to help reduce administrative workload for an expanding clinic.

About the Practice

This established physical therapy practice is dedicated to delivering an exceptional healthcare experience through empathetic, efficient, and effective care. Their mission is not only to help patients recover but also to empower them with the knowledge and tools needed for long-term success in managing movement and pain.

With a growing team of providers and plans to open an additional clinic location, the organization is focused on expanding access to care while maintaining a strong commitment to patient experience, communication, and operational excellence.

The team values strong first and last patient interactions, teamwork, and a culture of support, ensuring both patients and staff feel cared for throughout every step of the process.

Key Responsibilities

Phone & Front Desk Support (Primary Focus)

• Answer a high volume of incoming calls and route them appropriately

• Provide excellent customer service and assist patients with inquiries

• Ensure accurate and professional communication with every patient interaction

  
  

Patient Scheduling & Coordination

• Schedule and manage patient appointments

• Maintain and update the clinic calendar

• Confirm appointments and assist with rescheduling

• Coordinate schedules with providers to ensure efficiency

  
  

Patient Communication & Support

• Respond to patient inquiries via phone and email

• Provide clear and helpful information to patients

• Support a positive patient experience from first contact to follow-up

  
  

Administrative & Reporting Support

• Run reports for leadership using the EMR system (Tebra)

• Assist with data entry and basic reporting

• Maintain accurate patient records and documentation

  
  

Operational Support

• Help reduce workload for in-clinic staff by managing calls and scheduling

• Support clinic operations as the practice prepares for expansion

• Assist in maintaining smooth day-to-day workflows

Tools You'll Use

• Tebra (EMR & billing system)

• Comcast (phone and VoIP system)

Requirements

Experience in a medical front desk, scheduling, or call-heavy role

Strong phone communication and customer service skills

Ability to handle a high volume of calls efficiently and professionally

Experience with EMR systems (Tebra experience is a plus)

Highly organized with strong attention to detail

Comfortable working in a fast-paced healthcare environment

Non-Negotiables

• Strong customer service and communication skills

• Professionalism and ability to represent the practice well

• Team-oriented mindset and willingness to support others

• Reliability and consistency in performance

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and development

Work in a collaborative and supportive team environment

Be part of a growing healthcare practice making a meaningful impact