Medical Virtual Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant on behalf of our client, a multidisciplinary pediatric therapy practice in Oregon specializing in physical therapy, occupational therapy, and speech therapy. This practice provides compassionate, family-centered care to children, and they are seeking a detail-oriented, reliable VA to support their administrative and insurance-related workflows.

This role is ideal for someone with experience in medical administration, insurance processes, eligibility verification, or therapy-based clinical support. You will be an important part of ensuring families receive timely, organized, and accurate information related to their care.

Responsibilities

Insurance & Eligibility Verification

• Verify insurance eligibility for pediatric PT/OT/SLP services across multiple insurance portals.

• Track annual and visit-based benefits, authorization requirements, and coverage limitations.

• Update internal records and documentation with accurate insurance information.

• Liaise with insurance providers to confirm coverage details and clarify benefit questions.

  
  

Referral Management

• Manage incoming referrals from physicians and other healthcare providers.

• Follow up on missing or incomplete referral information.

• Ensure referral documentation is updated and accessible within the EMR system.

• Track referral status and organize documentation required for scheduling or billing.

  
  

Authorization Coordination

• Obtain pre-authorizations for therapy services when required.

• Track authorization timelines, expiration dates, and usage of approved visits.

• Notify the team proactively when re-authorizations are needed or nearing depletion.

  
  

Administrative & EMR Support

• Maintain and update electronic medical records (Raintree) with insurance, referral, and patient administrative data.

• Assist with therapist support tasks such as maintaining accurate patient records.

• Monitor benefit tracking and help ensure compliance with payer requirements.

• Support the administrative workload that contributes to staff overwhelm (benefits, referrals, authorizations).

  
  

Communication Support

• Respond to internal team messages and calls, escalating issues as appropriate.

• Communicate updates regarding benefits, referrals, or insurance requirements to the clinical and administrative teams.

• Support workflows using Google Workspace and the practice's insurance portals.

Requirements

• Experience with insurance eligibility verification, referrals, or medical administrative work preferred.

• Familiarity with EMR systems (Raintree experience is a plus).

• Strong understanding of insurance concepts: copays, deductibles, prior authorizations, benefit limits.

• Excellent organizational skills and high attention to detail.

• Ability to work efficiently, accurately, and independently.

• Strong written and verbal communication skills.

• Comfortable using Google Workspace (Gmail, Docs, Sheets, Drive).

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.