Medical Virtual Assistant (US Based Clinic - Permanent work from home)
This is a remote position.
Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Intake, Authorization & Scheduling Specialist) on behalf of a growing outpatient physical therapy practice.
This role is responsible for managing front-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 a fast-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
Requirements
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.
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