Medical Virtual Assistant (Patient Coordination & Administrative Support)

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a pediatric therapy practice to support patient communication, scheduling coordination, intake processing, insurance verification, and administrative operations.

About the Practice

This pediatric therapy practice is dedicated to empowering families and helping children reach their full potential. Through specialized therapy programs and collaborative care, the team works closely with families to create customized treatment plans that support each child's development and independence.

The practice emphasizes empathy, professional collaboration, innovation, and building meaningful relationships with the families they serve.

Key Responsibilities

Patient Communication & Scheduling

Respond to patient and family inquiries via email, phone, or messaging

Manage therapist schedules, appointment calendars, and waitlists

Reschedule canceled appointments and help fill open time slots

Follow up with families regarding missed or upcoming appointments

Conduct virtual patient check-ins using WelcomeWare and assist with confirming arrival and appointment readiness

Intake, Referrals & Insurance Coordination

• Respond to new referrals and guide families through the intake process

• Collect required intake information and documentation

• Verify insurance benefits and authorizations

• Explain insurance coverage and potential costs to families

Patient Records, Documentation & Administrative Support

• Maintain accurate patient records and documentation in the EMR

• Upload and organize patient files, demographics, billing, and insurance information

• Assist with documentation requests for reimbursement and billing coordination

• Support operational tasks with the billing company, leadership team, and clinic staff

• Track operational data such as referrals, new patients, and scheduling capacity

Marketing & Communication Support

• Assist with newsletters and communication campaigns

• Support social media engagement and basic marketing materials

Tools You'll Use

• Google Workspace (Drive, Gmail, Calendar, Meets)

• Fusion EMR

• Monday (task management)

• Streams (phone & text communication)

• Loom

• Canva

• IntakeQ

• QuickBooks

Requirements

• Experience in healthcare administration, patient coordination, or medical virtual assistance

• Strong written and spoken English communication skills

• Excellent customer service and relationship-building abilities

• High attention to detail and strong organizational skills

• Ability to manage multiple tasks independently

• Comfortable working with EMR systems and multiple digital tools

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and development

Work in a supportive and collaborative team environment

Make a meaningful impact by helping families support their child's development