Front Office Assistant - Virtual Assistant

Job Title: Front Office Assistant - Virtual Assistant
Location: Remote
Interviewer: Lisa

Virtual Rockstar is an industry-leading company based in Arizona that specializes in offloading administrative tasks from healthcare clinics to streamline operations. We hire specifically in the Philippines, aiming to build and strengthen families in the region through meaningful employment opportunities. We are committed to hiring individuals who not only meet our job requirements but also align with our core values and long-term vision.

Virtual Rockstar is seeking a highly organized and reliable Front Office Assistant to support our client’s physical therapy practice. This full-time, remote position will be responsible for helping manage our client’s daily operations and ensuring patients receive the best care possible. You will be the first point of contact for our client’s patients, ensuring smooth check-ins, scheduling, and communication.

About our client:

At Lott Physical Therapy, our mission is simple: Guiding our community toward an ACTIVE, independent lifestyle. We are committed to providing exceptional care and positive patient experiences, underpinned by our core values:

Humble Confidence
Do The Right Thing
Exceed Expectations
Contagious Positivity
Extreme Ownership

If you're looking for an opportunity to make a meaningful impact in a growing physical therapy practice, we want you on our team!

Responsibilities:

Monitor the waiting area and assist in checking in existing patients.
Manage late patients and ensure adherence to late-cancel/no-show policies.
Check in new patients in a timely manner and confirm completion of new patient videos, intakes, and paperwork.
Collect patient payments and assist with insurance inquiries.
Assist with the maintenance of referral logs and related processes.
Complete the new patient process and schedule initial evaluations.
Schedule full Plans of Care appointments for patients.
Help maintain a full daily schedule by coordinating with the front office team.
Contact provider offices to obtain signatures for Plans of Care.
Follow up with patients for initial evaluation reminders.
Ensure that patients with special situations are contacted and reminded of appointments.
Review and ensure the accuracy of EMR evaluative notes, requesting corrections when necessary.
Support the office supervisor with additional tasks as needed.
Enter daily productivity data.

Qualifications:

Experience in face-to-face medical customer service.
Excellent communication skills, both in person and over the phone, with a focus on patient customer service.
Strong English language skills (both verbal and written).
Reliable and dependable—this is a remote, face-to-face position, and consistency is key.
Ability to handle difficult conversations (e.g., dealing with late cancellations or no-shows) with professionalism, firmness, and consistency.
Exceptional attention to detail.
Strong organizational and time management skills.
Critical thinking and problem-solving abilities.
Familiarity with payer systems, including Medicare, Medicaid, commercial insurance, work comp, and liability insurance terminology.
Experience in physical therapy or healthcare settings is a plus.
Professional presentation and communication skills via face-to-face, email, and telephone.
Basic math proficiency.
Proficient with Windows and Microsoft Office (especially Word and Excel).

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 in the Philippines.

How to Apply:

To apply for this position, please send us a copy of your updated resume and a Loom video (not Google Drive) addressed to The Rockstar Team. In the video, explain your relevant work history and give a brief introduction about yourself. Please provide detailed insights into your previous experience as a virtual assistant. If you have prior experience supporting a physical therapy team, we'd appreciate hearing about it. We're seeking candidates with outstanding communication and customer service skills, so please emphasize these qualities in your video introduction. Lastly, share your creative ideas on how you can contribute to the growth and success of our company. We're eager to see your application!