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

Role Description

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.

Key Responsibilities

• 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.
• 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

Qualifications

• 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.