Medical Virtual Assistant - Virtual Assistant

Job Title: Medical Virtual Assistant - Virtual Assistant
Location: Remote
Interviewer: Ross

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 full-time Medical Virtual Assistant to help manage the daily operations of our client’s physical therapy team. The ideal candidate will have experience in healthcare administration, especially in managing appointments, verifying insurance, and supporting the COO and owner with various tasks.

The Medical Virtual Assistant will play a key role in managing the clinic’s operations, including appointment scheduling, insurance verifications, and document management. We are looking for someone who can help streamline processes, maintain patient records, and assist in coordinating with insurance providers and patients. This position offers the opportunity to work remotely and become part of a dynamic and patient-focused team.

About our client:

We believe in creating an environment where both our patients and employees feel heard, valued, and challenged to be their best. We foster a workplace culture built on laughter, constructive affirmations, and a commitment to excellence. Our goal is to provide high-quality care to our patients while also building a team that is equipped to meet the expectations of those we serve. If you thrive in a supportive and engaging environment, we would love to hear from you!

Responsibilities:

Appointment & Schedule Management:
Confirm and manage patient appointments
Maintain and update the patient appointment calendar
Ensure timely follow-up on patient appointments and post-session check-ins
Prevent unauthorized visits by checking and verifying authorization statuses

Insurance & Authorization:
Verify patient insurance coverage and assist with obtaining pre-authorizations for procedures
Update patient files with accurate insurance information
Liaise with insurance providers to clarify coverage details
Track the status of pending insurance claims
Follow up on unpaid claims and post payments to patient accounts
Review and appeal denied claims to ensure resolution

Document Management & EMR Support:
Assist with scanning and uploading referrals and insurance documents into the EMR system
Maintain accurate and up-to-date patient records while ensuring confidentiality
Assist with various administrative duties as needed by the COO and Owner

Patient Inquiries & Communication:
Respond to patient inquiries, both pre- and post-visit
Address frequently asked questions from patients
Send appointment reminders and manage follow-ups with patients
Contact patients for feedback to ensure high-quality care

Human Resources & Administration:
Post job ads and manage responses
Assist with the onboarding process for new hires
Handle general administrative duties, including email correspondence, data entry, and generating reports

Billing & Financial Support:
Assist with generating and sending invoices
Assist with tracking and reporting on billing information

Marketing Support:
Assist with marketing campaigns and track their effectiveness
Manage the clinic's social media profiles
Maintain and update clinic website information

Preferred Skills & Experience:
Experience with Prompt EMR is a plus
Strong organizational skills and attention to detail
Knowledge of healthcare administration and patient care processes
Excellent written and verbal communication skills
Ability to manage multiple tasks and prioritize effectively in a remote setting
Experience with insurance verification and authorization processes
Ability to work independently and as part of a collaborative team

Qualifications:

Previous experience in a medical office, virtual assistant role, or similar healthcare setting is a plus
Proficient in Microsoft Office Suite (Excel, Word, etc.)
Familiarity with medical terminology and healthcare processes

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 rehab 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!