Medical Virtual Assistant (Front Office & Patient Scheduling)

Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Front Office & Patient Scheduling) on behalf of a growing outpatient physical therapy practice in Birmingham, Alabama. This role is primarily a front office and scheduling role — answering phones, managing the patient schedule, ensuring intake forms are completed, and keeping the clinic running smoothly during gaps in front office coverage. The ideal candidate is organized, patient-focused, and proactive about keeping schedules full and patients on track with their care. This is an excellent opportunity for someone who thrives in a fast-paced, patient-centered environment and genuinely enjoys being the voice and backbone of a clinic that is dedicated to changing lives daily. About Our Client Our client is Agile Physical Therapy, a patient and family-oriented outpatient physical therapy practice with a unique niche in treating dancers, alongside a full range of orthopedic, balance, and specialty treatment patients. Their purpose is simple — to change at least one life daily for an improved quality of life. Their culture is built on the values of: Integrity Innovation Synergy Compassion Accountability Sincerity Ambition Family Key Responsibilities Front Office & Scheduling — Primary Focus Answer inbound phone calls and assist patients via Weave VoIP Schedule new and existing patients, ensuring appointments are added immediately after cancellations and correctly scheduled out after initial evaluations and progress visits Follow up with patients post-initial evaluation to schedule next appointments where needed Ensure all intake forms, insurance information, and credit card details are completed and entered into the system prior to appointments Monitor and manage the appointment calendar to keep the schedule full and minimize cancellations — current goal is 631 visits per month Work the front office daily alongside two other front office team members, taking on a fully independent, unshared role covering all front office duties on Tuesday afternoons, Thursday afternoons, and Fridays Maintain a patient waitlist and handle appointment rescheduling requests Handle patient inquiries via phone and email and manage referrals from other healthcare providers Reporting, Insurance & Administrative Support Generate weekly, monthly, quarterly, and annual reports to support business assessments Perform accurate data entry and maintain electronic medical records within Stride EMR Verify patient insurance coverage via PVerify within Stride as needed and update patient files accordingly Assist patients with insurance-related questions Support billing backup tasks such as batching and claims when the billing specialist is unavailable Manage therapist schedules and coordinate patient appointments as needed Tools & Systems Stride (EMR — primary platform, includes PVerify and internal messaging) Weave (Phone & Texting) Microsoft Word & Excel Google Drive Requirements Proven experience in a front office or patient-facing role in a healthcare setting Strong scheduling and patient communication skills — warm, professional, and efficient on the phone Detail-oriented with accurate data entry skills — insurance information, intake forms, and credit card details must be entered correctly every time Proactive and self-driven — able to identify gaps in the schedule and take action without being prompted Comfortable generating reports and tracking key business metrics Experience with Stride EMR or similar platforms preferred Proficient in Microsoft Office and Google Drive Able to work independently and communicate clearly with an existing front office team to avoid duplicate patient outreach Non-Negotiables Proactive and reliable — must be able to own front office functions independently during coverage gaps Accurate and detail-oriented — errors in scheduling, data entry, or intake setup directly impact patient care Strong phone presence — professional, warm, and efficient with every patient interaction Self-motivated and able to manage the schedule without micromanagement 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