Front Desk Virtual Assistant

This is a remote position.

Rockstar is seeking a skilled and dependable Front Desk Virtual Assistant to support U.S.-based healthcare practices in delivering a seamless patient experience. This is a full-time remote role built for healthcare administrative professionals who thrive in fast-paced environments and take pride in keeping clinical operations running smoothly.

In this role, you will serve as a critical point of contact for patients, support clinical scheduling and intake workflows, manage insurance and prior authorization tasks, and handle a wide range of administrative responsibilities, all remotely using your client's existing systems and tools.

KEY RESPONSIBILITIES

Patient Scheduling & Communication

• Answer and return patient calls and emails with professionalism and compassion
  
• Schedule, confirm, and manage patient appointments across provider calendars
  
• Handle appointment rescheduling, cancellations, and waitlist management
  
• Contact patients for follow-up scheduling and to fill open appointment slots
  
• Create and maintain first-call and follow-up call lists to keep schedules full
  
• Coordinate telehealth appointments and assist patients with virtual visit access
  
• Send appointment reminders and follow up on no-shows or missed visits
  
• Respond to patient FAQs and route inquiries to the appropriate clinical staff
  

New Patient Intake & Chart Management

• Respond to incoming referrals and guide new patients through the intake process
  
• Collect, verify, and enter required intake information into the EMR with accuracy
  
• Create new patient charts and ensure all required documentation is complete and properly organized
  
• Upload, attach, and maintain patient documents, signatures, and demographic records
  
• Coordinate intake steps with clinical and administrative staff to ensure smooth onboarding
  
• Match new patients with appropriate providers based on availability and clinical needs
  

Insurance Verification & Prior Authorization

• Verify patient insurance coverage and eligibility prior to appointments
  
• Obtain and track pre-authorizations for procedures and ongoing care
  
• Update patient files with insurance details and authorization documentation
  
• Communicate with insurance companies to resolve coverage questions or claim issues
  
• Explain insurance benefits, co-pays, and coverage details to patients in clear terms
  
• Assist patients with insurance-related questions throughout their care journey
  
• Monitor authorization renewals and submit requests within required timelines
  

Administrative & Operational Support

• Maintain accurate electronic patient records and support day-to-day EMR data entry
  
• Coordinate with clinical and administrative staff to manage daily schedules and workflows
  
• Prepare documents, manage email correspondence, and generate basic reports as needed
  
• Process and organize incoming faxes, physician referrals, discharge paperwork, and records
  
• Send patient records to referring providers, case managers, or insurance representatives
  
• Track and manage Medicare signatures, drop-off lists, and discharge documentation
  
• Support billing teams with documentation requests, record retrieval, and claim follow-up
  
• Maintain compliance with patient privacy standards (HIPAA) in all communications and data handling
  
• Assist with payor mix management and other administrative tasks as assigned
  

Requirements

Required

• 2+ years of experience in a medical administrative, healthcare VA, or front desk support role
  
• Solid understanding of patient scheduling, appointment coordination, and patient communication best practices
  
• Experience with insurance verification, prior authorization workflows, and payer communication
  
• High attention to detail and strong accuracy in EMR data entry and documentation
  
• Excellent written and verbal English communication skills: phone, email, and messaging
  
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
  
• Comfortable working independently and maintaining consistent daily communication with client teams
  
• Reliable home office setup with a fast, stable internet connection suitable for HIPAA-compliant remote work
  

Preferred

• Experience supporting U.S.-based healthcare providers or therapy/rehabilitation clinics
  
• Familiarity with common healthcare EMR platforms (e.g., Prompt, WebPT, Raintree, or similar)
  
• Experience with Google Workspace (Drive, Gmail, Calendar, Sheets) and/or other cloud-based tools
  
• Background in physical therapy, occupational therapy, speech therapy, pediatric therapy, or multi-specialty practices
  
• Exposure to medical billing workflows, CPT coding, or claims follow-up processes
  
• Experience with patient communication platforms, scheduling software, or task management tools
  

WHAT WE LOOK FOR

• A patient-first mindset: you treat every interaction as an opportunity to make someone's experience better
  
• Proactive communication: you keep your client team informed without being asked, and flag issues early
  
• Ownership: you take responsibility for your tasks and follow through without needing to be reminded
  
• Adaptability: healthcare schedules and priorities shift; you stay steady and adjust quickly
  
• Discretion: you understand the sensitivity of patient information and handle it with care at all times
  

Benefits