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 full-service Integrated Oncology and Wellness Center offering highly personalized, root-cause care through experienced integrative and naturopathic doctors, along with specialized healthcare providers.

This role is not a standard medical admin position. You will function as a central operational support hub for the oncology patient advocate teamsupporting complex, high-touch patient care through advanced scheduling coordination, multi-step lab logistics, and highly precise administrative follow-through.

About Our Client

Our client is a destination-style clinic for patients with complex, often life-threatening conditionsespecially cancerwho are seeking integrative, advanced, and deeply personalized care after exhausting conventional options. They are not a high-volume, transactional clinic. Their work is highly specialized, emotionally sensitive, and operationally complex.

Their culture is:

• Mission-driven and patient-centered

• High-touch, high-accountability

• Calm under complexity

• Respectful, collaborative, and team-oriented

• Growth-minded and continuously improving

Their values include: Patient Advocacy First, Integrity & Precision, Compassion with Boundaries, Innovation & Leadership, and Ownership Mentality.

Responsibilities

Complex Scheduling & Patient Logistics

• Coordinate 24 week on-site treatment intensives, including PDT (photodynamic therapy), IV therapies, hyperthermia, imaging, labs, and follow-up appointments.

• Manage complex schedules involving multiple departments, providers, and treatment modalities.

• Adjust schedules dynamically based on patient response, lab results, and clinical changes.

• Coordinate patient arrival/departure dates, treatment timelines, and internal calendars.

• Communicate scheduling changes clearly and promptly to patient advocates, nurses, and doctors.

• Confirm appointments, manage rescheduling, and send appointment reminders when needed.

  
  

Direct Support to Oncology Patient Advocates

• Serve as a day-to-day operational extension of the patient advocate team by handling logistics and administrative workflows so advocates can focus on patient care and communication.

• Track patient timelines, treatment phases, and outstanding tasks.

• Maintain clear internal documentation related to scheduling and lab status.

• Flag issues, missing items, or delays proactively before they affect patient care.

  
  

Lab Coordination & Tracking

• Manage the full administrative workflow for advanced oncology and functional labs including: RGCC, Signatera, Datar, Cyrex, US Biotek, and other specialty labs as needed.

• Handle test ordering, requisitions, kit logistics, shipping coordination, and tracking.

• Ensure labs are ordered correctly, collected on time, shipped properly, and followed through to results.

• Track pending labs and notify the team when results are received or delayed.

• Maintain accurate internal records related to lab status, orders, and timelines.

  
  

Systems, Accuracy & Documentation

• Maintain organized, up-to-date records in internal systems (EHR and scheduling systems).

• Ensure accuracy with dates, times, lab orders, patient identifiers, and documentation.

• Follow SOPs while also helping identify workflow improvements and standardization opportunities.

• Support the broader scheduling and lab process by keeping records clean, consistent, and accessible.

  
  

Professional Communication & Representation

• Communicate professionally, clearly, and compassionately with internal staff and patients when needed.

• Understand the emotional sensitivity of oncology patients, even if the role is primarily internal-facing.

• Maintain strict confidentiality and HIPAA awareness at all times.

• Escalate issues promptly when delays or risks could affect patient care.

  
  

Reliability & Continuous Improvement

• Help streamline scheduling and lab workflows over time.

• Anticipate needs and reduce friction for clinical and advocacy teams.

• Be highly responsive during working hours, reliable with deadlines, and consistent in follow-through.

Tools & Systems

• Cerbo (EHR)

• Weave (phone hookup/phone system)

• Klaviyo (email)

• Slack (internal communication)

• Email and text communication are preferred externally, with Slack used internally.

Requirements

• Prior experience in medical administration, care coordination, scheduling coordination, or a similar healthcare support role (experience supporting complex medical workflows strongly preferred).

• Excellent English communication skills with near-native fluency (minimal accent), strong comprehension, and clear written and verbal communication.

• Extremely organized, detail-oriented, and precisecomfortable managing multi-step workflows where mistakes are not acceptable.

• Calm under pressure and able to remain steady while supporting emotionally vulnerable patients and complex treatment schedules.

• Strong follow-through and accountability; proactive about identifying issues before they become problems.

• Comfortable learning new lab systems, specialty workflows, and clinical processes quickly.

What Success Looks Like in This Role

• Patient advocates and clinicians spend less time managing scheduling and lab logistics because the VA proactively handles it.

• Treatment intensives run smoothly with minimal disruption and clear communication across departments.

• Lab ordering and tracking systems stay clean, accurate, and ahead of potential delays.

• The internal team experiences less chaos and more confidence due to reliable systems and follow-through.

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.