[Hiring] Medical Virtual Assistant @Virtual Rockstar

Role Description

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
• 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.

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

• 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

• 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.