Medical Virtual Assistant

This is a remote position.

Rockstar is hiring a Medical Virtual Assistant on behalf of a growing pediatric practice to support scheduling, patient communication, insurance verification, and billing-related tasks. This role is ideal for someone who is reliable, proactive, and confident handling both front-office and back-office responsibilities.

This position is primarily scheduling-focused, roughly 65% of the role, managing multiple therapists across two clinic locations, with the remaining 35% supporting billing. The client is looking for someone mature who has worked this kind of schedule before and is fully committed to owning the role long-term, not someone testing it out.

About the Practice

This pediatric practice is dedicated to delivering high-quality care while maintaining a supportive and collaborative environment for both families and staff. The team values respectful and kind communication, clarity, integrity, and transparency in all interactions.

With a growing team of providers, the practice focuses on improving operational efficiency, enhancing patient experience, and ensuring seamless coordination across scheduling, billing, and clinical support functions.

Schedule

• Monday-Thursday: 8:00 AM-4:00 PM PST (or 4:30 PM with a lunch break)
  
• Friday: 9:30 AM-5:30 PM PST (or 6:00 PM with a lunch break)
  

Key Responsibilities

Patient Scheduling & Coordination (Primary Focus, ~65%)

• Manage appointment calendars for treatments and evaluations across multiple providers and two clinic locations
  
• Ensure schedules are optimized and appointment slots are filled
  
• Confirm appointments and handle rescheduling requests
  
• Maintain waitlists and coordinate scheduling across providers, factoring in therapist preferences, patient preferences, and clinic-specific policies
  
• Support telehealth scheduling and coordination
  

Patient Communication & Support

• Respond to patient, parent, and referral inquiries via phone, email, and messaging
  
• Answer questions about processes, policies, and services
  
• Follow up with patients post-visit and provide updates as needed
  
• Ensure clear, professional, and timely communication
  

Insurance Verification & Billing Support (~35%)

• Verify patient insurance eligibility and benefits
  
• Obtain pre-authorizations when required
  
• Submit clean claims and follow up on rejected or unpaid claims
  
• Communicate with insurance providers to clarify coverage or resolve issues
  
• Assist patients with insurance-related inquiries
  

Intake & Documentation

• Manage patient intake and create/update patient profiles
  
• Maintain accurate and organized patient records in EMR
  
• Ensure all documentation is complete and up to date
  
• Support collection follow-ups for patients without payment details on file
  

Tools You'll Use

• Ocean Friends (EMR)
  
• Microsoft 365 (Outlook, Teams, OneDrive, Planner, Forms)
  
• Excel and Word
  

Requirements

• 2+ years of experience in a medical virtual assistant, front desk, or healthcare administrative role
  
• Strong experience in patient scheduling, insurance verification, and claims follow-up
  
• Excellent written and verbal English communication skills
  
• Highly organized with strong attention to detail
  
• Ability to manage multiple tasks and prioritize effectively
  
• Comfortable handling phone calls, emails, and patient-facing communication
  
• Reliable, proactive, and able to work independently
  

Non-Negotiables

• Excellent spoken and written English
  
• Consistent availability during the exact schedule listed above, with no negotiation on hours
  
• Maturity and prior experience working this type of schedule, someone ready to fully commit to and own the role
  
• Strong problem-solving and critical thinking skills, particularly for managing multi-location, multi-therapist scheduling
  
• Good customer service abilities
  
• Working knowledge of patient benefits, billing, and claims (additional training provided)
  

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 in the Philippines.