Front Office Patient Educator Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Front Office Patient Educator on behalf of our client an integrative womens health practice based in California. This compassionate high-touch medical team helps women restore balance energy and vitality through a blend of functional internal and lifestyle medicine.

This is an exciting opportunity for an organized warm and service-driven professional who thrives on patient communication and administrative excellence. As the Front Office Patient Educator youll play a key role in creating exceptional first impressions educating patients about the clinics holistic approach and supporting the team with scheduling insurance verification and day-to-day operations.

About Our Client

Our clients medical practice combines science compassion and empowerment to help women reclaim their health and well-being. Their purpose is to help women balance their hormones improve their energy and restore vitality through personalized care rooted in both modern and holistic medicine.

The team culture is built on warmth collaboration and compassion where every patient feels seen and supported. They value:

• Compassion Listening deeply and meeting patients where they are.
  

• Integrity Upholding honesty and professionalism in all interactions.
  

• Empowerment Guiding patients to understand their health and take ownership of their healing.
  

• Excellence Committing to ongoing learning and evidence-based care.
  

• Connection Fostering teamwork and genuine partnership among staff and patients.
  

Every team member plays an essential role in blending clinical excellence with human connection helping patients feel both cared for and informed.

Responsibilities

Patient Education & Communication

• Serve as the first point of contact for new and existing patients providing a warm knowledgeable and empathetic experience.
  

• Explain the clinics services programs and philosophy clearly to prospective patients to help them understand what makes this care unique.
  

• Assist new patients in navigating the intake process and understanding treatment plans.
  

• Follow up with patients post-appointment to ensure satisfaction address questions or provide educational materials.
  

• Manage inbound and outbound calls texts and messages through Spruce and Go High Level communication tools.
  

Scheduling & Front Office Coordination

• Schedule confirm and update patient appointments using Cerbo EMR.
  

• Coordinate cancellations reschedules and appointment reminders promptly.
  

• Manage daily schedules and communicate with medical staff to ensure smooth clinic operations.
  

• Oversee patient check-ins and verify completion of necessary documentation.
  

• Handle appointment waitlists and ensure calendar efficiency.
  

Administrative & Billing Support

• Assist with insurance verification pre-authorizations and payment collections for patient services.
  

• Call patients for past-due balances and follow up on payment plans with professionalism and care.
  

• Maintain accurate patient records in Cerbo EMR ensuring all demographic and insurance information is current.
  

• Process lab orders radiology orders and referrals as directed by the provider.
  

• Support coordination of telehealth visits and send post-appointment materials including treatment summaries and lab instructions.
  

Multitasking & Workflow Management

• Manage multiple applications and communication channels simultaneously.
  

• Prioritize patient needs while ensuring administrative accuracy and timely responses.
  

• Collaborate with the in-person clinical team to provide seamless front-office support.
  

• Take ownership of responsibilities with minimal supervision ensuring high-quality service at all times.
  

Requirements

• 2 years of experience in a medical front office patient services or administrative healthcare role.
  

• Exceptional English communication skills both written and verbal with excellent grammar vocabulary and phone etiquette.
  

• Strong interpersonal skills and emotional intelligence to handle patient conversations with warmth and empathy.
  

• Highly organized with strong multitasking ability and attention to detail.
  

• Proficiency in Cerbo EMR Google Workspace Spruce and Go High Level (or similar software).
  

• Knowledge of insurance verification pre-authorization and billing processes.
  

• Comfortable managing calls scheduling and documentation in a fast-paced clinical environment.
  

• Professional reliable and proactive in taking initiative to improve workflows.
  

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.