Medical Virtual Assistant (Insurance Verification & Patient Coordination Specialist)

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Insurance Verification & Patient Coordination Specialist) on behalf of a growing physical therapy practice.

This role is a blend of insurance verification, patient intake, and front-office support, with a strong focus on managing referrals, ensuring patients are scheduled, and verifying insurance coverage accurately. You will play a key role in helping the clinic handle high patient volume and streamline administrative workflows.

This is ideal for someone who is detail-oriented, proactive, and comfortable handling both phone-based tasks and back-office processes in a fast-paced healthcare environment.

About the Practice

Our client is a family-centered physical therapy practice focused on enhancing quality of life through functional movement and innovative care.

With a strong commitment to patient care and community, the team is dedicated to creating a positive experience for every patient while continuously improving operational efficiency.

Key Responsibilities

Insurance Verification & Authorization

• Verify insurance eligibility and benefits for new and existing patients

• Obtain prior authorizations and ensure all requirements are met prior to appointments

• Communicate with insurance providers to clarify coverage and resolve issues

• Track and follow up on pending verifications and authorizations

• Explain insurance benefits and coverage details to patients as needed

Patient Scheduling & Communication

• Manage appointment scheduling and confirmations

• Follow up with patients who have missed appointments

• Respond to patient inquiries via phone and email

• Maintain a professional, friendly, and patient-centered communication style

Administrative & Back-Office Support

• Process and maintain accurate patient records

• Check charges against documentation for accuracy

• Follow up on missing signed plans of care

• Assist with data entry, reporting, and general administrative tasks

• Collaborate closely with the Office Manager and team throughout the day

Tools & Systems

• TheraOffice (EMR & Billing)

• Microsoft Office (Excel, Word, PowerPoint)

• PDF tools (Foxit Phantom PDF)

• Phone systems (VoIP capable)

Requirements

• Experience in medical insurance verification and authorizations

• Strong phone communication skills and confidence handling patient calls

• Experience in patient scheduling, intake, or referral coordination

• Excellent attention to detail and accuracy

• Strong organizational and multitasking skills

• Experience in physical therapy or outpatient healthcare settings is preferred

• Spanish-speaking ability is a plus (large Spanish-speaking patient population)

  
  

Non-Negotiables

• Must be available during clinic hours (Monday–Friday, 8:00 AM – 5:00 PM MST)

• Strong English communication skills (written and verbal)

• Must have a dedicated, private workspace compliant with HIPAA requirements

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.