Medical Virtual Assistant (US Based Clinic Permanent work from home)

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Intake Authorization & Scheduling Specialist) on behalf of a growing outpatient physical therapy practice.

This role is responsible for managing front-end patient workflows including insurance verification prior authorizations patient intake scheduling lead conversion and administrative support. You will play a key role in ensuring smooth clinic operations strong patient experience and high conversion from inquiry to scheduled care.

This is ideal for someone who thrives in a fast-paced high-volume environment is highly organized and can confidently manage both patient-facing and insurance-related tasks.

About the Practice

Our client is a growing outpatient physical therapy practice committed to delivering high-quality individualized care and strong clinical outcomes.

The clinic treats patients with orthopedic sports neurologic post-surgical chronic pain and personal injury conditions.

The team takes pride in maintaining a professional organized operation while building strong relationships with physicians attorneys and referral sources in the community. Their culture emphasizes accountability strong systems and exceptional patient experience.

Key Responsibilities

Insurance Verification & Authorizations

• Verify patient insurance eligibility using payer portals (e.g. Availity UHC Humana etc.)
  

• Obtain prior authorizations for services and procedures
  

• Maintain accurate and updated insurance records in PROMPT
  

• Track and manage pending approved and expired authorizations
  

• Escalate coverage issues denials or discrepancies promptly
  

Patient Intake Coordination

• Complete full intake process prior to patient appointments
  

• Ensure all intake forms demographics and insurance details are accurate
  

• Communicate with patients via phone text and email
  

• Document all actions clearly in the EMR system
  

Appointment Setting & Lead Conversion

• Manage inbound leads from calls texts forms and referrals
  

• Respond quickly and convert inquiries into scheduled appointments
  

• Conduct outbound follow-ups using structured follow-up processes
  

• Educate patients on services and guide them through scheduling
  

• Track all lead activity and outcomes
  

Scheduling & Appointment Confirmation

• Confirm appointments 2448 hours in advance
  

• Ensure patients are prepared and intake is completed
  

• Assist with rescheduling and schedule optimization
  

• Fill open slots using waitlists and outreach strategies
  

Patient Reactivation & Follow-Up

• Reach out to inactive patients and encourage return visits
  

• Verify insurance prior to outreach
  

• Track reactivation performance and outcomes
  

Referral & Administrative Support

• Manage incoming referrals and upload documentation to EMR
  

• Follow up on missing or incomplete referral information
  

• Support data tracking reporting and workflow organization
  

• Assist with task management and documentation (e.g. Asana)
  

Billing Support & Financial Outreach

• Contact patients regarding outstanding balances
  

• Assist with payment coordination and follow-ups
  

• Coordinate with billing team on unresolved issues
  

Requirements

Requirements

• Experience in medical insurance verification and prior authorizations
  

• Experience in patient intake scheduling or front desk workflows
  

• Strong phone skills and confidence communicating with patients and insurance providers
  

• Excellent written and verbal English communication skills
  

• Strong attention to detail and ability to manage high-volume tasks
  

• Highly organized with strong multitasking and prioritization skills
  

• Comfortable using multiple systems and learning new tools quickly
  

Non-Negotiables

• US Healthcare experience
  

• Ownership and follow-through no dropped tasks; all workflows must be completed and tracked accurately
  

• Strong communication and confidence handling both patients and insurance providers
  

• High efficiency speed and accuracy in managing multiple workflows simultaneously
  

Work Environment

• Fast-paced high-volume outpatient healthcare setting
  

• Requires strong multitasking organization and accountability
  

• Must have reliable high-speed internet and a professional remote setup
  

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.