[Hiring] Medical Virtual Assistant (Scheduler / Intake Support) @Virtual Rockstar

Role Description

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.

Key Responsibilities

• Patient Scheduling & Calendar Management
  • Manage ongoing scheduling for assigned clinicians to maintain full caseloads
  • Book recurring appointments and proactively fill open slots
  • Reschedule appointments due to cancellations, provider availability, or closures
  • Maintain and manage waitlists and scheduling trackers
• Patient Communication & Intake Support
  • Handle patient inquiries via phone, email, and messaging
  • Convert inquiries into scheduled appointments with professionalism and empathy
  • Follow up with new and existing clients based on preferred communication method
  • Support intake coordination and onboarding as needed
• Insurance Verification & Coordination
  • Verify patient insurance eligibility and benefits
  • Explain coverage details and assist with insurance-related inquiries
  • Coordinate with intake and billing teams as needed
• Billing & Administrative Support
  • Assist with claims submission and follow-ups on unpaid claims
  • Post payments and help resolve billing discrepancies
  • Maintain accurate patient records and documentation
• Data Management & Reporting
  • Maintain accurate scheduling and patient records in the system
  • Track scheduling data and clinician utilization
  • Generate basic reports and ensure data accuracy

Qualifications

• Experience in medical scheduling, intake, 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

Additional Qualifications

• Strong attention to detail (accuracy over speed)
• Ability to confidently convert inquiries into scheduled appointments
• Compassionate yet professional communication style
• Self-sufficient and proactive with strong follow-through

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.