Front Desk & Patient Communication Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Front Desk & Patient Communication Virtual Assistant on behalf of a growing cash-based mobile physical therapy clinic.

This role is primarily a sales and communication role — the front desk position here is much more than answering "do you take insurance?" Since the clinic is cash-based and fully mobile, the VA will need to handle nuanced, consultative intake calls that explore each caller's situation and clearly communicate the value of care. As a secondary function, this VA will also support marketing coordination, billing (superbills), and administrative tasks to help the founder focus on growing the clinic.

This is an excellent opportunity for someone with genuine sales or consultative phone experience who is warm, detail-oriented, and excited to become a true long-term member of a small, mission-driven PT team.

About Our Client

Our client is Active Health Solutions (AHS), a mobile, cash-based physical therapy clinic with 6 providers, completely virtual with no brick-and-mortar location. Their mission is to provide the highest quality care to patients while helping them understand the "what" and the "why" behind what's going on with their bodies — all in the comfort of their own homes.

Their culture is built on the values of:

• Education
  

• Excellence
  

• Empathy
  

Key Responsibilities

Phone, Sales & Patient Communication — Primary Focus

• Answer inbound calls and handle patient intake inquiries via RingCentral — this is a consultative, sales-style conversation, not a simple insurance Q&A
  

• Return calls from the previous day and follow up on inquiries up to 3x as needed
  

• Communicate with the clinical team regarding scheduling requests outside normal availability
  

• Record call notes and referral information in patients' charts within Jane EMR
  

• Respond to patient administrative questions via email
  

• Handle appointment rescheduling and maintain the appointment waitlist
  

• Manage referrals from other healthcare providers and send personalized patient communications
  

Billing & Administrative Support

• Collect payment and create/send superbills from the previous day's visits (Jane)
  

• Check upcoming initial evaluations to confirm intake forms are completed and credit cards are on file
  

• Collect payment for late cancellations
  

• Calculate and log visit counts and ICD-10 body part data for discharged patients
  

• Send weekly unscheduled patient reports to each provider
  

• Help track KPIs and maintain organized spreadsheets and CRM data
  

Marketing & Community Outreach

• Help organize and track marketing events
  

• Support social media content organization and posting on Meta
  

• Assist with monthly newsletter creation in Engage
  

• Communicate with the digital team lead regarding patient discharges to trigger CRM follow-up sequences
  

• Follow up on non-converted leads and check in on dead referrals older than 30 days
  

• Send monthly lists of discharged patients and new patient birthdays to the website team
  

• Support patient retention efforts including NPS tracking and Google review requests
  

• Fax medical records and paperwork to physicians as needed
  

Tools & Systems

• Jane EMR
  

• RingCentral (VoIP)
  

• Google Workspace
  

• Google Maps
  

• WhatConverts
  

• Engage (Practice Promotions Newsletter Software)
  

• Meta
  

Requirements

• Proven sales or consultative phone experience — must be comfortable guiding callers through nuanced conversations, not just answering basic questions
  

• Excellent written and verbal English communication skills with minimal accent
  

• Highly detail-oriented and organized, able to manage multiple recurring daily, weekly, and monthly tasks
  

• Warm, proactive, and takes initiative without needing constant direction
  

• Comfortable with billing-adjacent tasks such as creating superbills and collecting payments
  

• Experience with EMR systems; familiarity with Jane EMR is a plus
  

• Comfortable supporting light marketing and social media coordination tasks
  

• Reliable and looking for a long-term role — this client is hoping to build a lasting team relationship
  

Non-Negotiables

• Minimal accent — clear, easily understood English is essential given the sales nature of this role
  

• Genuine sales experience — comfortable handling consultative, persuasive conversations with prospective patients
  

• Detail-oriented — must reliably stay on top of daily, weekly, and monthly recurring tasks
  

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