Medical Virtual Assistant (Scheduler / Intake Support)

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant (Scheduler / Intake Support) on behalf of a growing mental health practice to support patient scheduling, intake coordination, and administrative operations.

This role is ideal for someone highly organized, detail-oriented, and comfortable handling patient communication. You will play a key role in keeping clinician schedules full, ensuring a smooth client experience, and supporting day-to-day operations.

About the Practice

This growing counseling practice supports individuals and families through compassionate, client-centered care. With a team of 30+ providers and expanding locations, the practice focuses on creating a supportive and organized environment for both clients and clinicians.

The team values collaboration, flexibility, and strong communication, with systems in place to ensure continuity of care and efficient scheduling across providers.

Key Responsibilities

Scheduling Operations & Team Support

• Maintain responsibility for your assigned scheduling line while serving as a flexible resource for other lines when coverage is needed

• Monitor and support scheduling processes across lines to ensure accuracy, consistency, and quality assurance in client and clinician scheduling

• Ensure timely, accurate, and efficient scheduling for clinicians across designated office locations

• Oversee updates of key tracking tools, including Appointment Tracker and Admin Weekly Updates, ensuring information is current and accessible for the leadership team

• Manage appointment changes and mass reschedules (e.g., cancellations, provider changes, weather disruptions) with efficiency and professionalism

• Review and process clinician time-off and comp time requests, ensuring adequate coverage and alignment with organizational policies

• Provide assistance to other administrative roles as needed, offering cross-training and team support to ensure smooth operations across all locations

• Perform essential administrative tasks, including office setup and basic troubleshooting for scheduling-related tools

• Lead and/or manage onboarding and training for newly hired schedulers

• Ensure all role-specific documents, procedures, and workflow guides are regularly updated

Intake Coordination & Administrative Support

• Manage the intake process for new clients

• Verify insurance coverage for new clients

• Communicate with clients regarding services and insurance

• Maintain tracking documents such as Call Logs and Admin Weekly Updates

• Support coordination and oversight of interns as directed by leadership

• Assist with deposit tracking and daily copay coordination

• Manage mail and general administrative tasks

• Support additional duties as assigned (e.g., deliveries, setup, compliance checks)

Systems & Tools

• Therapy Appointment (EMR)

• Google Workspace (Drive, Docs, Sheets)

• Google Voice

Requirements

• Experience in medical scheduling, intake coordination, or healthcare VA roles

• Strong communication skills (phone, email, and messaging)

• Ability to manage multiple priorities in a fast-paced environment

• Comfortable handling patient-facing responsibilities

• Experience with EMR systems and Google Workspace

• Strong organizational skills with high attention to detail

• Proactive, self-sufficient, and able to take ownership of tasks

Additional Qualifications

• Experience supporting multi-provider or multi-location practices is a plus

• Experience training or onboarding team members is a plus

• Strong problem-solving and process improvement mindset

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.