Medical Virtual Assistant (Front Office & Patient Scheduling)

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Front Office & Patient Scheduling) on behalf of a growing outpatient physical therapy practice in Birmingham, Alabama.

This role is primarily a front office and scheduling role — answering phones, managing the patient schedule, ensuring intake forms are completed, and keeping the clinic running smoothly during gaps in front office coverage. The ideal candidate is organized, patient-focused, and proactive about keeping schedules full and patients on track with their care.

This is an excellent opportunity for someone who thrives in a fast-paced, patient-centered environment and genuinely enjoys being the voice and backbone of a clinic that is dedicated to changing lives daily.

About Our Client

Our client is Agile Physical Therapy, a patient and family-oriented outpatient physical therapy practice with a unique niche in treating dancers, alongside a full range of orthopedic, balance, and specialty treatment patients. Their purpose is simple — to change at least one life daily for an improved quality of life.

Their culture is built on the values of:

• Integrity
  

• Innovation
  

• Synergy
  

• Compassion
  

• Accountability
  

• Sincerity
  

• Ambition
  

• Family
  

Key Responsibilities

Front Office & Scheduling — Primary Focus

• Answer inbound phone calls and assist patients via Weave VoIP
  

• Schedule new and existing patients, ensuring appointments are added immediately after cancellations and correctly scheduled out after initial evaluations and progress visits
  

• Follow up with patients post-initial evaluation to schedule next appointments where needed
  

• Ensure all intake forms, insurance information, and credit card details are completed and entered into the system prior to appointments
  

• Monitor and manage the appointment calendar to keep the schedule full and minimize cancellations — current goal is 631 visits per month
  

• Cover front office duties on Tuesdays, Thursday afternoons, and Fridays when in-person staff are unavailable
  

• Maintain a patient waitlist and handle appointment rescheduling requests
  

• Handle patient inquiries via phone and email and manage referrals from other healthcare providers
  

Reporting, Insurance & Administrative Support

• Generate weekly, monthly, quarterly, and annual reports to support business assessments
  

• Perform accurate data entry and maintain electronic medical records within Stride EMR
  

• Verify patient insurance coverage via PVerify within Stride as needed and update patient files accordingly
  

• Assist patients with insurance-related questions
  

• Support billing backup tasks such as batching and claims when the billing specialist is unavailable
  

• Manage therapist schedules and coordinate patient appointments as needed
  

Tools & Systems

• Stride (EMR — primary platform, includes PVerify and internal messaging)
  

• Weave (Phone & Texting)
  

• Microsoft Word & Excel
  

• Google Drive
  

Requirements

• Proven experience in a front office or patient-facing role in a healthcare setting
  

• Strong scheduling and patient communication skills — warm, professional, and efficient on the phone
  

• Detail-oriented with accurate data entry skills — insurance information, intake forms, and credit card details must be entered correctly every time
  

• Proactive and self-driven — able to identify gaps in the schedule and take action without being prompted
  

• Comfortable generating reports and tracking key business metrics
  

• Experience with Stride EMR or similar platforms preferred
  

• Proficient in Microsoft Office and Google Drive
  

• Able to work independently and communicate clearly with an existing front office team to avoid duplicate patient outreach
  

Non-Negotiables

• Proactive and reliable — must be able to own front office functions independently during coverage gaps
  

• Accurate and detail-oriented — errors in scheduling, data entry, or intake setup directly impact patient care
  

• Strong phone presence — professional, warm, and efficient with every patient interaction
  

• Self-motivated and able to manage the schedule without micromanagement
  

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