Medical Virtual Assistant (Patient Coordination & Insurance Support)

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a growing therapy practice to support patient scheduling, insurance coordination, and day-to-day administrative operations. This role plays an important part in ensuring patients receive timely care while helping the clinic maintain efficient workflows and accurate records.

About the Practice

This therapy practice is dedicated to helping patients move forward by creating supportive environments that encourage engagement, communication, and collaboration. The team believes in meeting patients where they are and helping them progress toward improved mobility, independence, and quality of life.

The clinic values engagement, clear communication, productivity, and supportive teamwork, creating a collaborative environment where staff work together to provide high-quality care and positive patient experiences.

Key Responsibilities

Patient Scheduling & Communication

• Schedule patient appointments and manage the clinic calendar

• Respond to patient inquiries via phone or email

• Route calls, messages, and refill requests to the appropriate staff

• Maintain clear communication with patients regarding appointments and clinic updates

  
  

Insurance Verification & Patient Financial Communication

• Verify patient insurance eligibility and review coverage benefits

• Inform patients of expected co-pays or balances prior to visits

• Send payment links or invoices according to the clinic's payment process

  
  

Patient Records & Intake Management

• Manage and organize digital patient intake forms

• Update and maintain accurate records within the EHR/PM system

• Ensure patient information is documented accurately and communicated to the billing team

  
  

Patient Support & Coordination

• Coordinate telehealth appointments when needed

• Follow up with patients regarding appointments, referrals, or questions

• Assist patients with insurance-related inquiries

Tools You'll Use

• WebPT (EMR)

• Nextiva (phone system)

• Google Chrome

• Microsoft Excel and Word

• IONOS Email

• Adobe

• Trainual (upcoming implementation)

Requirements

Experience in a medical front office, patient coordination, or medical virtual assistant role

Familiarity with EMR systems (WebPT experience is a plus)

Strong communication skills for patient interactions

Experience with insurance verification and prior authorizations

Highly organized with strong attention to detail

Ability to work independently while collaborating with a remote team.

Non-Negotiables

• Ability to help keep the patient schedule full and well organized

• Strong communication with on-site staff regarding patient information and co-pay details

• Accurate documentation and clear communication with the billing team

Benefits

Competitive salary commensurate with experience

Opportunities for professional growth and development

Work in a supportive and collaborative healthcare environment

Make a meaningful impact by helping patients access quality therapy services