Medical Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Intake, Authorization & Scheduling Specialist) on behalf of a growing outpatient physical therapy practice.

This role is responsible for managing front-end patient workflows, including insurance verification, prior authorizations, patient intake, scheduling, lead conversion, and administrative support. You will play a key role in ensuring smooth clinic operations, strong patient experience, and high conversion from inquiry to scheduled care.

This is ideal for someone who thrives in a fast-paced, high-volume environment, is highly organized, and can confidently manage both patient-facing and insurance-related tasks.

About the Practice

Our client is a growing outpatient physical therapy practice committed to delivering high-quality, individualized care and strong clinical outcomes.

The clinic treats patients with orthopedic, sports, neurologic, post-surgical, chronic pain, and personal injury conditions.

The team takes pride in maintaining a professional, organized operation while building strong relationships with physicians, attorneys, and referral sources in the community. Their culture emphasizes accountability, strong systems, and exceptional patient experience.

Key Responsibilities

Insurance Verification & Authorizations

• Verify patient insurance eligibility using payer portals (e.g., Availity, UHC, Humana, etc.)
  

• Obtain prior authorizations for services and procedures
  

• Maintain accurate and updated insurance records in PROMPT
  

• Track and manage pending, approved, and expired authorizations
  

• Escalate coverage issues, denials, or discrepancies promptly
  

Patient Intake Coordination

• Complete full intake process prior to patient appointments
  

• Ensure all intake forms, demographics, and insurance details are accurate
  

• Communicate with patients via phone, text, and email
  

• Document all actions clearly in the EMR system
  

Appointment Setting & Lead Conversion

• Manage inbound leads from calls, texts, forms, and referrals
  

• Respond quickly and convert inquiries into scheduled appointments
  

• Conduct outbound follow-ups using structured follow-up processes
  

• Educate patients on services and guide them through scheduling
  

• Track all lead activity and outcomes
  

Scheduling & Appointment Confirmation

• Confirm appointments 24–48 hours in advance
  

• Ensure patients are prepared and intake is completed
  

• Assist with rescheduling and schedule optimization
  

• Fill open slots using waitlists and outreach strategies
  

Patient Reactivation & Follow-Up

• Reach out to inactive patients and encourage return visits
  

• Verify insurance prior to outreach
  

• Track reactivation performance and outcomes
  

Referral & Administrative Support

• Manage incoming referrals and upload documentation to EMR
  

• Follow up on missing or incomplete referral information
  

• Support data tracking, reporting, and workflow organization
  

• Assist with task management and documentation (e.g., Asana)
  

Billing Support & Financial Outreach

• Contact patients regarding outstanding balances
  

• Assist with payment coordination and follow-ups
  

• Coordinate with billing team on unresolved issues
  

Tools & Systems

• PromptEMR
  

• Weave (phone and messaging system)
  

• Asana
  

• Microsoft Teams
  

• Outlook
  

• GoHighLevel (GHL) for lead tracking and follow-up workflows
  

Requirements

• Experience in medical insurance verification and prior authorizations
  

• Experience in patient intake, scheduling, or front desk workflows
  

• Strong phone skills and confidence communicating with patients and insurance providers
  

• Excellent written and verbal English communication skills
  

• Strong attention to detail and ability to manage high-volume tasks
  

• Highly organized with strong multitasking and prioritization skills
  

• Comfortable using multiple systems and learning new tools quickly
  

Non-Negotiables

• Ownership and follow-through — no dropped tasks; all workflows must be completed and tracked accurately
  

• Strong communication and confidence handling both patients and insurance providers
  

• High efficiency, speed, and accuracy in managing multiple workflows simultaneously
  

Work Environment

• Fast-paced, high-volume outpatient healthcare setting
  

• Requires strong multitasking, organization, and accountability
  

• Must have reliable high-speed internet and a professional remote setup
  

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.