[Hiring] Medical Virtual Assistant @Rockstar

Role Description

This is a remote position. Rockstar is looking for a full-time Medical Virtual Assistant to support our client’s growing mental health practice. This is a fully remote role designed for someone with experience in both scheduling and medical billing, who is compassionate, detail-oriented, and committed to supporting patients and staff with professionalism and care.

Responsibilities

• Scheduling & Patient Support
  • Manage appointment calendars and confirm upcoming patient appointments
  • Respond to patient inquiries via phone and email in a timely and empathetic manner
  • Answer scheduling requests from intake forms (JotForms) and assign appointments appropriately
  • Maintain patient records, ensure all necessary paperwork is complete, and confirm credit card details are on file
  • Coordinate telehealth appointments and manage appointment rescheduling
  • Maintain a waitlist for patients and ensure efficient calendar coordination
• Insurance & Authorization
  • Verify patient insurance coverage and update patient records with accurate details
  • Obtain pre-authorizations for procedures when necessary
  • Explain insurance benefits and coverage to patients
  • Communicate with insurance providers to resolve issues and clarify claims
• Administrative Tasks
  • Prepare documents, manage email communications, and route messages as needed
  • Support the scheduling and billing teams during employee PTO or heavy workloads
  • Maintain documentation and tracking systems via Excel and the client’s internal tools

Software Used

• Valant (EHR)
• Waystar (Clearinghouse)
• Outlook
• Excel
• Insurance portals and proprietary scheduling systems

Qualifications

• 2+ years of experience in a medical office, mental health practice, or similar environment
• Strong knowledge of scheduling systems and billing workflows
• Experience with insurance verification, claims submission, and payment posting
• Excellent communication and organizational skills
• Comfortable handling patient inquiries with empathy and professionalism
• Proficient in relevant software tools and comfortable learning new systems
• High level of discretion and respect for patient confidentiality (HIPAA familiarity preferred)
• Reliable remote work setup and availability to work 40 hours per week, Monday–Friday

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.