Medical Virtual Assistant – (Scheduling & Outreach Support)

This is a remote position.

Job Description

Virtual Rockstar is an industry-leading company based in Arizona that helps businesses across multiple industries streamline operations by offloading administrative, creative, and technical tasks to skilled remote professionals.

We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower them to grow personally and professionally.

At Virtual Rockstar, we are committed to hiring team members who not only meet our clients’ needs but also align with our core values, integrity, and long-term vision of delivering excellence, innovation, and service that drives success for every business we support.

About Our Client

This pediatric therapy clinic is a family-centered, values-driven organization committed to providing high-quality services and supportive experiences for children and their caregivers. The team prioritizes compassion, professionalism, collaboration, and clear communication across all areas of care.

Due to continued growth, the clinic is seeking aMedical Virtual Assistantto support scheduling-related outreach and communication efforts. This role works closely with the clinic’s Patient Care Coordinators to help fill therapist schedules, assist families with rescheduling, and follow up on missed appointments.

While the role currently focuses heavily on text-message-based communication, there may also be opportunities to support outbound phone outreach after mastering the scheduling and messaging workflows.

This position requires strong organization, excellent follow-through, timely documentation, and a warm, professional communication style

Responsibilities

Phone & Text Outreach

• Conduct outbound text outreach to families to help reschedule missed sessions and fill open appointment times

• Return text messages and communication related specifically to scheduling efforts

• Provide supportive, clear, and professional communication with families needing assistance adjusting appointments

• Coordinate scheduling updates with Patient Care Coordinators as needed

• Assist with outbound phone calls as needed after mastering text communication workflows

Scheduling & Caseload Support

• Proactively fill therapist availability by contacting families regarding openings

• Track schedule gaps and initiate outreach to maintain therapist caseload consistency

• Follow scheduling Standard Operating Procedures (SOPs) carefully and consistently

• Update clinic scheduling systems accurately and in real time

• Work efficiently in a fast-paced environment while maintaining attention to detail and speed in outreach efforts

Documentation & Administrative Support

• Document all communication and scheduling actions promptly within clinic systems

• Maintain accurate records of outreach efforts and schedule changes

• Ensure HIPAA compliance and maintain patient confidentiality at all times

• Communicate consistently with the team throughout the day via text and phone as needed

Tools & Platforms Used

• Office 365 – Teams, Outlook, Word, Excel

• Clinic-specific EMR and scheduling software (training provided)

• Phone and SMS communication platforms

Requirements

• 1–2 years of administrative, scheduling, customer service, or healthcare office experience

• Strong written and verbal English communication skills

• Experience with scheduling, text-based communication, or outreach coordination preferred

• Ability to follow processes and Standard Operating Procedures consistently

• Strong organization skills, attention to detail, and follow-through

• Ability to multitask and thrive in a fast-paced environment

• Familiarity with Office 365 required

• Experience in pediatric therapy or medical settings is a plus

• Ability to work Central Time business hours (9:00 AM – 5:00 PM CST or 8:30 AM – 4:30 PM CST)

Non-Negotiables

• Strong attention to detail and ability to follow Standard Operating Procedures consistently

• Ability to work efficiently in a fast-paced environment while maintaining quality and speed

• Excellent written English communication skills with a warm and professional tone

• Strong follow-through, organization, and timely documentation

• Comfortable with daily communication via text and phone with both the team and families

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