[Hiring] Patient Intake & Scheduling Virtual Assistant @Rockstar

Role Description

This is a remote position. Rockstar is hiring a Patient Intake & Scheduling Virtual Assistant for a fully remote, full-time position that sits at the front of the patient pipeline. You are not a passive scheduler; you are the person who keeps therapists' caseloads full and families moving smoothly from first contact to first appointment. You own two connected workflows completely: new patient intake and schedule management across both clinic locations.

Key Responsibilities

• New Patient Pipeline
  • Review incoming referrals and determine next steps
  • Verify insurance benefits for new patients and communicate findings clearly to families
  • Generate and send financial agreements to new patients using IntakeQ
  • Coordinate with the Intake Coordinator to ensure every new patient moves from referral to scheduled evaluation without delay
  • Get initial evaluations on the calendar across both clinic locations
• Schedule Management
  • Manage and maintain therapist schedules across both clinic locations using PracticePro
  • Keep open slots filled and caseloads moving, proactively identify gaps and fill them
  • Coordinate new patient scheduling from first contact through confirmed appointment
  • Work closely with the Admin Manager and clinical team to ensure schedule accuracy and continuity
  • Hand off scheduled patients smoothly to the in-office team once they're in the system

Requirements

• Experience in a medical, healthcare, or dental office setting, scheduling or front desk experience preferred
• Familiarity with insurance benefits verification, including co-pays, deductibles, and authorizations
• Experience with electronic medical record or scheduling systems, PracticePro experience is a strong plus
• Experience with patient intake platforms
• Proficient with Microsoft 365 (Outlook, SharePoint, Teams)
• Strong written English communication skills, you'll be corresponding directly with families via email
• Able to work full-time during Eastern Time business hours
• Reliable internet connection and a professional, distraction-free remote work environment

What Makes You Stand Out

• Experience in a pediatric or therapy practice specifically
• Experience coordinating across multiple clinic locations
• Experience managing a high-volume scheduling queue independently
• Experience handling insurance benefits conversations directly with patients or families
• Familiarity with how authorization and referral workflows operate in outpatient therapy

Non-Negotiables

• Shows up consistently and can be counted on
• A problem solver who doesn't wait to be told what to do
• Detail-oriented, catches errors before they become real consequences for families
• Fast without being sloppy
• Warm but efficient in communication with stressed parents
• A finisher, completes what they start
• Committed to growing with the team long-term

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.