Offer summary

Qualifications:

Experience as a medical virtual assistant or front office coordinator in healthcare., Proficiency with WebPT EMR and billing systems preferred., Excellent written and verbal communication skills., Strong organizational and time-management abilities..

Key responsibilities:

Manage patient communication, scheduling, and new patient intake.

Assist with insurance verification, billing, and payment tracking.

Support administrative tasks such as maintaining electronic medical records and generating reports.

Coordinate daily clinic operations and ensure smooth patient experiences.

Job description

This is a remote position.

Are you an experienced and highly professional virtual assistant with a background in medical administration? Our client, a leading physical therapy practice in Illinois, is seeking a dependable and detail-oriented Medical Virtual Assistant to support daily clinic operations and ensure a seamless patient experience.

This clinic specializes in one-on-one outpatient orthopedic and sports rehabilitation, offering both hands-on care and return-to-sport programs within a fully equipped, 15,000-square-foot gym. Their team is dedicated to helping patients recover holistically and return to the activities they love.

Responsibilities

Patient Communication & Scheduling

Answer patient inquiries via phone, text, and email using platforms like Yahoo Mail, Comcast Business, and Textbox.com
Manage appointment scheduling, confirmations, rescheduling, and waitlists
Assist with new patient intake and upload virtual charts to the EMR system
Provide accurate and empathetic responses to patient questions about physical therapy, insurance, and billing
Send and receive medical records, including coordinating payment collection for record requests

Insurance & Billing Support

Verify insurance coverage and obtain necessary pre-authorizations
Update patient files and explain insurance benefits clearly and professionally
Collect and track payments, send payment logs, and ensure payment confirmations
Follow up with patients for updated billing information when needed

Administrative Support

Manage therapists’ schedules and coordinate daily appointment logistics
Maintain accurate electronic medical records using WebPT and WebPT Billing
Generate invoices and basic reports
Support general administrative duties such as document preparation and internal communication

Requirements

Prior experience as a medical virtual assistant or front office coordinator in a healthcare setting
Proficiency with WebPT EMR and billing systems preferred
Excellent communication skills, both written and verbal
Calm, professional demeanor when working with anxious or demanding patients
Strong organizational and time-management abilities
Comfortable handling confidential patient information and financial transactions

Tools You Will Use

WebPT (EMR & Billing)
Yahoo Mail, Comcast Business (VoIP), Textbox.com
Internal systems for payment tracking, scheduling, and communication

Work Schedule & Training

Full-time role aligned with U.S. business hours
Two-week training period with the current front office coordinator
Ongoing support and integration into the existing team structure

This is a high-expectation, high-support environment. The ideal candidate is reliable, solutions-oriented, and able to work independently while collaborating closely with a committed clinical team. You’ll be the first point of contact for patients and play a key role in ensuring the clinic runs smoothly each day.

Professionalism, empathy, and clear communication are essential.

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.