Medical Virtual Assistant
TypeFull-time job
LocationUnited States
Posted2 hours ago
This is a remote position.
Rockstar is hiring a full-time Medical Virtual Assistant on behalf of an outpatient physical therapy practice looking to streamline its front-end operations.
This role supports the practice's front office team by handling patient intake, referral tracking, and insurance verification and authorization work that currently causes delays on the billing side when it's missed or done late. The VA will work under the front office manager, providing backup phone coverage, entering patient information accurately, and following up on incomplete referrals and intake forms before appointments happen. As the practice grows, this role is expected to expand into full insurance verification and authorization ownership.
The right person thrives on structure, follows checklists and SOPs closely, and genuinely enjoys helping patients and the internal team stay organized. Healthcare or physical therapy experience is a strong plus, and insurance verification experience is strongly preferred.
About the Client
This growing outpatient physical therapy practice operates with a culture built on servitude, helping people and treating the whole person, not just their condition. They are actively expanding, opening additional locations and adding providers over the next several months.
As they scale, they're focused on building a leaner, more efficient front office so that patient intake, scheduling, and insurance processes run smoothly without things falling through the cracks on the back end.
Key Responsibilities
Front Desk & Scheduling Support
Confirm patient appointments and manage the appointment calendar
Provide backup phone coverage when the front office manager is unavailable
Maintain accurate patient records and coordinate with staff on daily schedules
Follow up with patients post-session and manage appointment rescheduling
Maintain a waitlist for appointments
Patient Intake & Referral Management
Handle patient intake, collecting general information and sending digital intake forms for new referrals
Follow up with patients who haven't completed intake forms before their appointment
Track and request missing referrals
Send personalized communications to patients as needed
Insurance & Authorizations (Phase 2, as role expands)
Track plans of care, authorizations, and benefits
Verify patient insurance coverage and obtain pre-authorizations for procedures
Update patient files with insurance information
Liaise with insurance providers to clarify coverage details and explain benefits to patients
Track the status of pending insurance claims and assist patients with insurance-related questions
Data & Reporting
Support general data entry and reporting
Tools & Systems
WebPT (may transition to Prompt)
Gmail and Google Suite
Slack or GroupMe for internal communication
Requirements
Strong insurance verification and authorization experience strongly preferred
Physical therapy or healthcare experience preferred
Excellent written English and strong, easily understood phone communication
Comfortable speaking directly with insurance companies
Highly organized, detail-oriented, and process-driven
Thrives working from checklists and SOPs
Able to multitask and independently problem-solve
Comfortable learning new software and adapting to process changes
Non-Negotiables
Must help the practice become measurably more efficient
Strong, easily understandable English communication over the phone
A genuine servant's heart and desire to help others
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
Originally posted on Himalayas
Rockstar is hiring a full-time Medical Virtual Assistant on behalf of an outpatient physical therapy practice looking to streamline its front-end operations.
This role supports the practice's front office team by handling patient intake, referral tracking, and insurance verification and authorization work that currently causes delays on the billing side when it's missed or done late. The VA will work under the front office manager, providing backup phone coverage, entering patient information accurately, and following up on incomplete referrals and intake forms before appointments happen. As the practice grows, this role is expected to expand into full insurance verification and authorization ownership.
The right person thrives on structure, follows checklists and SOPs closely, and genuinely enjoys helping patients and the internal team stay organized. Healthcare or physical therapy experience is a strong plus, and insurance verification experience is strongly preferred.
About the Client
This growing outpatient physical therapy practice operates with a culture built on servitude, helping people and treating the whole person, not just their condition. They are actively expanding, opening additional locations and adding providers over the next several months.
As they scale, they're focused on building a leaner, more efficient front office so that patient intake, scheduling, and insurance processes run smoothly without things falling through the cracks on the back end.
Key Responsibilities
Front Desk & Scheduling Support
Confirm patient appointments and manage the appointment calendar
Provide backup phone coverage when the front office manager is unavailable
Maintain accurate patient records and coordinate with staff on daily schedules
Follow up with patients post-session and manage appointment rescheduling
Maintain a waitlist for appointments
Patient Intake & Referral Management
Handle patient intake, collecting general information and sending digital intake forms for new referrals
Follow up with patients who haven't completed intake forms before their appointment
Track and request missing referrals
Send personalized communications to patients as needed
Insurance & Authorizations (Phase 2, as role expands)
Track plans of care, authorizations, and benefits
Verify patient insurance coverage and obtain pre-authorizations for procedures
Update patient files with insurance information
Liaise with insurance providers to clarify coverage details and explain benefits to patients
Track the status of pending insurance claims and assist patients with insurance-related questions
Data & Reporting
Support general data entry and reporting
Tools & Systems
WebPT (may transition to Prompt)
Gmail and Google Suite
Slack or GroupMe for internal communication
Requirements
Strong insurance verification and authorization experience strongly preferred
Physical therapy or healthcare experience preferred
Excellent written English and strong, easily understood phone communication
Comfortable speaking directly with insurance companies
Highly organized, detail-oriented, and process-driven
Thrives working from checklists and SOPs
Able to multitask and independently problem-solve
Comfortable learning new software and adapting to process changes
Non-Negotiables
Must help the practice become measurably more efficient
Strong, easily understandable English communication over the phone
A genuine servant's heart and desire to help others
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
Originally posted on Himalayas
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