Medical Virtual Assistant - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of our partner, a functional medicine practice based in Michigan. The selected candidate will be employed through Virtual Rockstar and dedicated full-time to supporting our partner’s team.

The Medical Virtual Assistant will play a vital role in supporting patients and providers by managing day-to-day administrative operations. This role is heavily focused on front-end medical administrative tasks such as answering phones, scheduling appointments, tracking labs, and managing prior authorization requests. The ideal candidate is detail-oriented, proactive, and highly organized, with strong communication skills.

About the Practice

A patient-centered functional medicine practice in Michigan is seeking a full-time Medical Virtual Assistant to join their growing team. The practice focuses on root-cause healing, functional medicine, hormone therapy, and weight management. Their mission is to help patients achieve meaningful, sustainable improvements in health through compassionate, evidence-based care.

The team values clinical excellence, teamwork, and a WOW patient experience, creating a supportive and collaborative work environment where every team member’s contribution matters.

Responsibilities

Answer and manage phone calls during business hours

Schedule, reschedule, and confirm patient appointments (including program appointments, discovery calls, and orientation calls)

Manage the appointment calendar and front desk chat / email

Check labs (Quest Diagnostics), download reports, upload to patient records, and notify physicians when ready for review

Handle prior authorizations through CoverMyMeds and insurance paperwork

Verify that new patient intake forms are completed, and ensure patient profiles are updated weekly

Enter preferred pharmacy information and patient details into Quest

Support patient telehealth coordination and follow-up

Maintain patient records in the EMR (Healthie)

Track patient progress through programs

Proactively reach out to remind patients to complete labs, surveys, schedule appointments, etc.

Process patient correspondence, FAQs, and inquiries

Collaborate with clinical staff to streamline workflow and reduce administrative burden

Tools & Platforms You’ll Use

RingCentral (may transition to Spruce for communication)

Healthie (Electronic Medical Record system)

Google Workspace (Docs, Sheets, Gmail, Calendar, Drive)

CoverMyMeds (for prior authorization requests)

Quest Diagnostics portal

Requirements

Prior experience in a medical administrative or healthcare support role (virtual or in-person) preferred

Strong organizational skills and attention to detail

Excellent communication skills (verbal and written)

Ability to multitask and manage competing priorities in a fast-paced environment

Comfortable with phone-based patient interaction

Proficiency with EMR systems and cloud-based tools

Reliable internet connection and quiet, professional remote workspace

Must be available to work full-time during Eastern Standard Time (EST) business hours

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.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.