Medical Virtual Assistant

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 24–48 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 Tools & Systems PromptEMR Weave (phone and messaging system) Asana Microsoft Teams Outlook GoHighLevel (GHL) for lead tracking and follow-up workflows 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 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.