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.
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