Medical Virtual Assistant

This is a remote position.

Job Description

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a US-based physical therapy practice.

The Medical Virtual Assistant will support front desk and administrative operations by handling inbound calls, scheduling new patients, managing faxes and documentation, conducting insurance verifications, and ensuring patients are properly prepared before their initial evaluations. This role is designed to provide consistent phone coverage, streamline workflows, and deliver an excellent patient experience.

About Our Client

Our client is a patient-first physical therapy practice built on a culture of excellence, positivity, and results-driven care. Their mission is to help people move, feel, and live better through individualized treatment, education, and high-quality rehabilitation.

They value integrity, accountability, continuous growth, and creating a supportive environment where both patients and staff can thrive. Clear communication and professionalism are essential, as the VA will often be the first point of contact for patients.

Responsibilities

Phone & Patient Communication

• Answer inbound calls promptly and professionally
  

• Schedule new patients and coordinate initial evaluations
  

• Conduct reminder calls for patients who have not completed intake paperwork
  

• Handle patient inquiries via phone and email with empathy and clarity
  

• Ensure a pleasant, welcoming experience for every caller
  

Scheduling & Front Desk Support

• Manage and update patient appointment schedules
  

• Coordinate with clinic staff to support daily workflows
  

• Assist with appointment confirmations, reschedules, and follow-ups
  

• Maintain accurate patient records within the EMR
  

Fax & Documentation Management

• Handle inbound and outbound faxes, including referrals and signed plans of care (POCs)
  

• Create new patient charts from faxed referrals and initiate scheduling
  

• Upload signed POCs to existing patient charts
  

• Follow up on unsigned POCs when needed
  

Insurance Verification & Administrative Support

• Verify patient insurance coverage prior to initial evaluations
  

• Ensure insurance information is entered accurately in the EMR
  

• Assist with insurance-related patient questions
  

• Support chart preparation and general administrative tasks as assigned
  

Tools & Systems Used

• Prompt EMR (with integrated SR Fax)
  

• RingCentral phone system
  

• Email and internal messaging tools (Teams)
  

Requirements

Prior experience as a Medical Virtual Assistant, medical receptionist, or healthcare administrative professional

Prior experience or proficiency with Prompt EMR system and RingCentral

Excellent spoken and written English with a clear, easy-to-understand accent

Strong customer service skills and a professional phone presence

Willingness to learn and take on additional tasks, including insurance verification

Highly organized, detail-oriented, and reliable

Comfortable working in a patient-facing, call-heavy role

Ability to maintain HIPAA compliance and patient confidentiality

Must be able to work Central Time (CST) clinic hours

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.