Medical Virtual Assistant

This is a remote position.

Rockstar is hiring a full-time Medical Virtual Assistant on behalf of an outpatient physical therapy practice looking to streamline its front-end operations.

This role supports the practice's front office team by handling patient intake, referral tracking, and insurance verification and authorization work that currently causes delays on the billing side when it's missed or done late. The VA will work under the front office manager, providing backup phone coverage, entering patient information accurately, and following up on incomplete referrals and intake forms before appointments happen. As the practice grows, this role is expected to expand into full insurance verification and authorization ownership.

The right person thrives on structure, follows checklists and SOPs closely, and genuinely enjoys helping patients and the internal team stay organized. Healthcare or physical therapy experience is a strong plus, and insurance verification experience is strongly preferred.

About the Client

This growing outpatient physical therapy practice operates with a culture built on servitude, helping people and treating the whole person, not just their condition. They are actively expanding, opening additional locations and adding providers over the next several months.

As they scale, they're focused on building a leaner, more efficient front office so that patient intake, scheduling, and insurance processes run smoothly without things falling through the cracks on the back end.

Key Responsibilities

Front Desk & Scheduling Support

• Confirm patient appointments and manage the appointment calendar
• Provide backup phone coverage when the front office manager is unavailable
• Maintain accurate patient records and coordinate with staff on daily schedules
• Follow up with patients post-session and manage appointment rescheduling
• Maintain a waitlist for appointments

Patient Intake & Referral Management

• Handle patient intake, collecting general information and sending digital intake forms for new referrals
• Follow up with patients who haven't completed intake forms before their appointment
• Track and request missing referrals
• Send personalized communications to patients as needed

Insurance & Authorizations (Phase 2, as role expands)

• Track plans of care, authorizations, and benefits
• Verify patient insurance coverage and obtain pre-authorizations for procedures
• Update patient files with insurance information
• Liaise with insurance providers to clarify coverage details and explain benefits to patients
• Track the status of pending insurance claims and assist patients with insurance-related questions

Data & Reporting

• Support general data entry and reporting

Tools & Systems

• WebPT (may transition to Prompt)
• Gmail and Google Suite
• Slack or GroupMe for internal communication

Requirements

• Strong insurance verification and authorization experience strongly preferred
• Physical therapy or healthcare experience preferred
• Excellent written English and strong, easily understood phone communication
• Comfortable speaking directly with insurance companies
• Highly organized, detail-oriented, and process-driven
• Thrives working from checklists and SOPs
• Able to multitask and independently problem-solve
• Comfortable learning new software and adapting to process changes

Non-Negotiables

• Must help the practice become measurably more efficient
• Strong, easily understandable English communication over the phone
• A genuine servant's heart and desire to help others

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