Medical Virtual Assistant (US Based Clinic - Permanent work from home)

This is a remote position.

Virtual Rockstar is hiring a full-timeMedical Virtual Assistant (Intake, Authorization & Scheduling Specialist)on behalf of a growing outpatient physical therapy practice.

This role is responsible for managingfront-end patient workflows, including insurance verification, prior authorizations, patient intake, scheduling, lead conversion, and administrative support. You will play a key role in ensuring smooth clinic operations, strong patient experience, and high conversion from inquiry to scheduled care.

This is ideal for someone who thrives in afast-paced, high-volume environment, is highly organized, and can confidently manage both patient-facing and insurance-related tasks.

About the Practice

Our client is a growing outpatient physical therapy practice committed to delivering high-quality, individualized care and strong clinical outcomes.

The clinic treats patients with orthopedic, sports, neurologic, post-surgical, chronic pain, and personal injury conditions.

The team takes pride in maintaining a professional, organized operation while building strong relationships with physicians, attorneys, and referral sources in the community. Their culture emphasizes accountability, strong systems, and exceptional patient experience.

Key Responsibilities

Insurance Verification & Authorizations

• Verify patient insurance eligibility using payer portals (e.g., Availity, UHC, Humana, etc.)

• Obtain prior authorizations for services and procedures

• Maintain accurate and updated insurance records in PROMPT

• Track and manage pending, approved, and expired authorizations

• Escalate coverage issues, denials, or discrepancies promptly

Patient Intake Coordination

• Complete full intake process prior to patient appointments

• Ensure all intake forms, demographics, and insurance details are accurate

• Communicate with patients via phone, text, and email

• Document all actions clearly in the EMR system

Appointment Setting & Lead Conversion

• Manage inbound leads from calls, texts, forms, and referrals

• Respond quickly and convert inquiries into scheduled appointments

• Conduct outbound follow-ups using structured follow-up processes

• Educate patients on services and guide them through scheduling

• Track all lead activity and outcomes

Scheduling & Appointment Confirmation

• Confirm appointments 24–48 hours in advance

• Ensure patients are prepared and intake is completed

• Assist with rescheduling and schedule optimization

• Fill open slots using waitlists and outreach strategies

Patient Reactivation & Follow-Up

• Reach out to inactive patients and encourage return visits

• Verify insurance prior to outreach

• Track reactivation performance and outcomes

Referral & Administrative Support

• Manage incoming referrals and upload documentation to EMR

• Follow up on missing or incomplete referral information

• Support data tracking, reporting, and workflow organization

• Assist with task management and documentation (e.g., Asana)

Billing Support & Financial Outreach

• Contact patients regarding outstanding balances

• Assist with payment coordination and follow-ups

• Coordinate with billing team on unresolved issues

Tools & Systems

• PromptEMR

• Weave (phone and messaging system)

• Asana

• Microsoft Teams

• Outlook

• GoHighLevel (GHL) for lead tracking and follow-up workflows

Requirements

• Experience in medical insurance verification and prior authorizations

• Experience in patient intake, scheduling, or front desk workflows

• Strong phone skills and confidence communicating with patients and insurance providers

• Excellent written and verbal English communication skills

• Strong attention to detail and ability to manage high-volume tasks

• Highly organized with strong multitasking and prioritization skills

• Comfortable using multiple systems and learning new tools quickly

Non-Negotiables

• US Healthcare experience

• Ownership and follow-through — no dropped tasks; all workflows must be completed and tracked accurately

• Strong communication and confidence handling both patients and insurance providers

• High efficiency, speed, and accuracy in managing multiple workflows simultaneously

Work Environment

• Fast-paced, high-volume outpatient healthcare setting

• Requires strong multitasking, organization, and accountability

• Must have reliable high-speed internet and a professional remote setup

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.