Medical Virtual Assistant

This is a remote position.

Rockstar is hiring a full-time Medical Virtual Assistant on behalf of a multi-provider outpatient physical therapy practice looking to fix consistent gaps in phone coverage, insurance processing, and patient scheduling.

This is a high-accountability role built around relentless follow-through. The VA will own insurance authorizations and verifications from start to finish, keep the active patient schedule full by proactively calling and texting patients who are falling behind on their plan of care, and provide reliable inbound and outbound phone coverage, something the practice has struggled with under previous remote support. This is not a role for someone who waits to be told what to do next. The right person tracks everything to completion without being reminded.

This is a strong fit for someone who is confident on the phone at high volume, comfortable speaking with insurance companies and physician offices, and energized by ownership rather than just task completion.

About the Client

This outpatient physical therapy and balance practice is built around clinical excellence, trust and integrity, reliability, and patient-centered care. Their core belief is that patients are at the center of everything they do, with services tailored to each individual's needs.

The practice is actively working to fix inconsistent front-desk performance and close gaps that have led to missed calls and delayed patient care. They're looking for someone who can become a genuine, dependable member of the team, not just another vendor resource.

Key Responsibilities

Insurance Authorizations & Verifications

• Submit insurance authorizations immediately following patient evaluations
  
• Track every pending authorization daily and follow up with insurance companies until approved
  
• Flag any authorization issues to the clinic immediately
  
• Verify benefits, deductible, coinsurance, copay, and visit limits before every new patient evaluation
  
• Determine whether authorization is required and document all findings in the EMR
  
• Update patient files with insurance information and maintain accurate records
  

Patient Scheduling, Outbound Calls & Front Desk Support

• Own the daily active patient report, reviewing every active patient against their plan of care
  
• Identify and follow up with any patient who is underscheduled
  
• Call and text patients who are behind on their recommended visit schedule until it's resolved
  
• Confirm patient appointments and manage the appointment calendar
  
• Fill cancellations and same-day openings, and move patients off the waitlist to maximize provider utilization
  
• Make daily outbound calls to patients needing additional appointments, cancellations, no-shows, and waitlisted or reactivation-eligible patients
  
• Follow up on pending referrals and insurance authorization updates
  
• Follow up with patients post-session and manage rescheduling
  
• Respond to patient FAQs and send personalized communications
  
• Answer inbound patient calls and assist callers virtually
  
• Handle patient inquiries by phone and email
  
• Coordinate with clinical staff to manage daily schedules
  
• Ensure patient privacy and confidentiality at all times
  

Administrative & Data Support

• Maintain accurate electronic medical records
  
• Prepare documents and manage email correspondence
  
• Complete data entry and generate basic reports
  
• Maintain the appointment waitlist and contact patients for feedback
  

Tools & Systems

• Prompt EMR
  
• Major insurance company authorization and verification portals
  
• Email
  

Requirements

• Strong experience with insurance verification and prior authorizations in a healthcare setting
  
• Confident, professional phone communication with both patients and insurance companies
  
• Comfortable managing a high volume of outbound calls daily
  
• Highly organized with strong attention to detail and the ability to manage multiple priorities at once
  
• Self-directed, with a strong track record of following tasks through to completion without prompting
  
• Comfortable working with EMR systems and learning new software
  

Non-Negotiables

• Strong follow-through, keeps track of tasks and sees them through to completion
  
• Exceptional communication and customer service across patients, insurers, and physician offices
  
• Highly organized and detail-oriented, nothing falls through the cracks
  

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