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, an outpatient physical therapy practice located in Oregon. This role will support front-office administrative workflows with a strong emphasis on new patient intake, accurate EMR documentation, and proactive patient scheduling and follow-up. The ideal candidate is organized, dependable, and committed to delivering a caring, high-quality patient experience.

About Our Client

Our client is an outpatient physical therapy practice that considers itself a leader in both its community and profession. Their focus is to improve the health and wellness of the communities they serve through service, clinical excellence, and patient advocacy. The team values commitment, integrity, effort, and honesty, and they are looking for a VA who brings competence, quality, and genuine care to every interaction.

Responsibilities

New Patient Intake & Chart Creation

• Manage new patient intake and accurately enter all required information.

• Create new patient charts in the clinic's EMR system and ensure documentation is complete and correctly organized.

• Register patients and upload/maintain needed patient documentation within the EMR as assigned.

  
  

Scheduling, Follow-Up, and Patient Communication

• Contact patients to schedule appointments appropriately based on clinic needs and patient availability.

• Create first-call lists to support follow-up scheduling and keep the schedule moving.

• Confirm appointments, assist with rescheduling, and support appropriate schedule follow-up (a key area where the clinic needs help).

• Handle patient inquiries via phone and/or email professionally and compassionately.

• Support general patient communication and provide helpful, accurate information to patients as needed.

  
  

Insurance & Pre-Authorization Support

• Assist with the pre-authorization (pre-auth) process as needed, including gathering required information and supporting internal workflows.

• Verify patient insurance coverage and update patient files with insurance details when assigned.

• Liaise with payers or support the clinic team with payer-related needs as required.

  
  

Administrative & Operations Support

• Maintain accurate patient records and support daily administrative tasks as assigned.

• Coordinate with the clinical and administrative staff to support smooth daily scheduling operations.

• Help with waitlist maintenance when needed.

• Support payor mix management tasks if assigned.

Requirements

• Experience in a medical admin, healthcare support, or physical therapy clinic setting preferred (medical VA experience strongly considered).

• Strong comfort with patient scheduling, appointment coordination, and patient communication.

• High attention to detail and accuracy for EMR chart creation and data entry.

• Ability to support insurance and pre-auth workflows when needed.

• Comfortable using Prompt EMR, and general office tools such as Word and Excel.

• Excellent phone and email communication skills (client prefers phone/email communication and expects frequent daily communication as tasks arise).

• Reliable, professional, and patient-centered with a focus on competence, quality, and caring service.

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.