Medical Virtual Assistant

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.