Patient Services & Scheduling Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Patient Services & Scheduling Virtual Assistant on behalf of a large, high-volume performance therapy practice.

This role is focused on managing inbound patient communication — primarily phone calls, texts, and chats — to help the existing customer service team handle volume more efficiently. The ideal candidate is a fast, confident communicator who can move through scheduling calls and patient intakes quickly and professionally, allowing the rest of the CSR team to focus on billing and schedule density management.

This is an excellent opportunity for someone who thrives in a fast-paced, high-volume environment and genuinely enjoys being the first point of contact for patients.

About Our Client

Our client is a mission-driven organization focused on optimizing human performance and improving quality of life. Their team is built on a foundation of:

• Integrity — operating with professionalism, ethics, and accountability
  

• Performance — supporting the whole person to achieve better outcomes
  

• Community — delivering trusted, high-quality care within the communities they serve
  

Their culture is centered around high performance, teamwork, and shared purpose, where every team member contributes to meaningful patient outcomes.

Key Responsibilities

Patient Scheduling & Intake — Primary Focus

• Answer inbound patient phone calls — practice averages 800–1,000 calls per week with AI currently handling approximately 30%
  

• Handle scheduling requests and new patient intakes via phone, text, and chat
  

• Confirm patient appointments and send appointment reminders
  

• Manage appointment rescheduling requests promptly and accurately
  

• Handle appointment rescheduling requests promptly and accurately
  

• Manage and maintain the appointment waitlist
  

• Coordinate with medical staff to support daily schedule management
  

• Respond to patient FAQs via phone and chat
  

• Explain insurance benefits to patients when applicable
  

• Ensure patient privacy and confidentiality at all times
  

Patient & Administrative Support

• Respond to patient inquiries via phone, text, and email
  

• Manage appointment calendar and assist with schedule coordination
  

• Answer calls and assist patients virtually through Weave
  

• Send appointment reminders and follow-up communications
  

• Maintain accurate patient information within Raintree EHR
  

Tools & Systems

• Raintree (EHR)
  

• Weave (Phone & Communications)
  

• Google Chat
  

Requirements

• Proven experience in a high-volume patient-facing or customer service role, preferably in a healthcare setting
  

• Confident, clear, and efficient communicator — ability to move through calls quickly without sacrificing professionalism
  

• Comfortable managing simultaneous communication channels: phone, text, and chat
  

• Experience with scheduling and patient intake workflows
  

• Familiarity with Raintree or similar EHR systems is a plus
  

• Excellent spoken and written English communication skills
  

• Reliable, punctual, and able to perform consistently in a fast-paced team environment
  

Non-Negotiables

• Ability to handle calls quickly and efficiently — slow or inefficient call handling is a dealbreaker
  

• Excellent verbal English communication skills
  

• Reliable and consistent — this role directly impacts patient experience and team capacity
  

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