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 well-established physical therapy practice in Florida with a national reputation for excellence in pelvic health care. This role supports the front office and administrative workflows that ensure patients receive a respectful, efficient, and high-quality experience from first contact through ongoing care.

The ideal candidate is organized, patient-focused, and confident handling scheduling, referrals, phone support, and insurance-related tasks in a busy outpatient setting.

About Our Client

Our client is a long-standing leader in pelvic health physical therapy, recognized for their expertise, innovation, and compassionate approach to care. They provide:

• One-on-one, hands-on treatment

• State-of-the-art biofeedback services

• A discreet, respectful, and welcoming patient experience

• Efficient, effective, and patient-centered care

Their culture is friendly, professional, and deeply rooted in trust and respect. Every interaction is designed to make patients feel supported, informed, and comfortable.

Responsibilities

Patient Scheduling & Front Desk Support

• Schedule appointments for new and existing patients, including managing online scheduling requests.

• Manage and maintain the appointment calendar to ensure accuracy and optimal schedule utilization.

• Confirm patient appointments and handle rescheduling and cancellations.

• Manage and actively work the waitlist to refill open appointment slots.

• Coordinate daily schedules with clinical staff.

• Answer phones and respond to patient inquiries via phone and email with professionalism and warmth.

  
  

Referrals & Documentation Management

• Upload and manage incoming referrals accurately and promptly.

• E-fax records and referrals to and from referring providers and external offices.

• Send requested medical records as needed.

• Maintain organized and up-to-date patient records within the EMR.

• Ensure documentation accuracy while protecting patient privacy and confidentiality.

  
  

Insurance & Administrative Support

• Verify patient insurance coverage and update patient files with insurance information.

• Obtain pre-authorizations when required.

• Explain insurance benefits to patients when needed and assist with insurance-related questions.

• Liaise with insurance providers to clarify coverage details.

• Track the status of pending insurance-related items to support patient care and scheduling.

  
  

Team & Workflow Integration

• Serve as an essential part of the care team and participate in weekly staff meetings.

• Communicate daily with the internal team to align on goals, priorities, and patient needs.

• Provide administrative support that helps reduce front-office workload and keeps schedules full.

Tools & Systems

• WebPT (EMR)

• Microsoft Office & Excel

• Google Workspace

• Adobe

• Zoom

(Experience with these tools is preferred; the ability to learn systems quickly is required.)

Requirements

• Prior experience as a Medical Virtual Assistant, Front Office Coordinator, or Medical Administrative Assistant.

• Experience in a physical therapy or outpatient healthcare setting strongly preferred.

• Strong phone etiquette and patient communication skills.

• Proven ability to manage scheduling, referrals, and waitlists efficiently.

• Familiarity with insurance verification and pre-authorization processes.

• Highly organized with strong attention to detail.

• Dependable, professional, and patient-focused.

• Comfortable working full-time during U.S. business hours (EST preferred).

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.