Medical Administrative Assistant - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Administrative Assistant on behalf of our client, a multi-specialty physical therapy practice located in Illinois. This role supports clinic leadership, daily administrative operations, patient communication, billing assistance, and organizational workflows. We are seeking a detail-oriented, dependable professional who can manage diverse responsibilities with accuracy and professionalism.

About Our Client

Our client is a multi-specialty physical therapy practice offering orthopedic physical therapy, dizziness and balance care, and therapeutic massage. Their mission is to provide holistic, excellent, compassionate care that enhances each patient’s quality of life.

The practice is driven by strong core values :

Community : Creating a welcoming, supportive environment for staff and patients, fostering teamwork, belonging, and kindness.

Quality : Providing highly skilled, personalized care and staying committed to ongoing education and clinical excellence.

Communication : Encouraging open, honest, respectful communication while maintaining confidentiality and professionalism.

Compassion : Treating each individual with empathy, attentiveness, and dignity.

Their goal is to offer a truly unmatched therapeutic experience supported by expert clinicians and world-class treatment approaches.

Responsibilities

Provide administrative support to clinic leadership, assisting with daily operations and executive tasks.

Support strategic business development research and gather data needed for leadership decision-making.

Sort and organize emails, schedule meetings, and coordinate internal communication across staff.

Assist with updating SOPs, organizing employee handbooks, and preparing onboarding materials.

Use project management tools such as Asana and Reclaim.ai to support ongoing initiatives.

Maintain accurate, confidential patient records within the practice’s systems.

Respond to patient inquiries via phone, email, and internal communication platforms.

Prepare documents and manage internal and external correspondence.

Contact patients for feedback and follow-up tasks as needed.

Make past-due statement calls, prepare invoices for payment, and assist with billing discrepancies.

Generate and send patient invoices.

Coordinate staff communication, assist with internal scheduling, and track missed timecard punches.

Support therapist schedules, send appointment reminders, and maintain appointment waitlists.

Gather data for monthly performance reviews and prepare basic administrative and operational reports.

Assist with filing, equipment tracking, and general administrative workflows.

Support basic marketing or outreach activities using Facebook, Instagram, Squarespace, and Brevo.

Follow HIPAA guidelines and maintain professional confidentiality at all times.

Requirements

Experience in medical administration, healthcare office operations, or executive administrative support preferred.

Strong organizational, multitasking, and time-management skills.

Excellent communication across email, phone, and internal messaging platforms (Google Chat, EMR notes / tasks).

Proficiency with Google Workspace, Prompt EMR, Weave, Asana, Reclaim.ai, and other tools listed.

Ability to manage billing support tasks, administrative workflows, and patient records accurately.

Professional, reliable, punctual, and adherent to HIPAA and confidentiality standards.

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.

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.