Healthcare Administrative Specialist - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client — a compassionate pediatric therapy practice based in Alabama. The practice is dedicated to helping children reach their full potential through evidence-based and family-centered therapy services.

As the Administrative Specialist, you’ll play an important role in supporting the clinic’s administrative and billing operations. You’ll be responsible for accurate data entry, claims tracking, and coordination within the clinic’s EMR and clearinghouse systems as the team transitions from Ensora to Raintree.

You’ll also use Waystar Clearinghouse to connect remittances, assist with Medicaid portal entries, and ensure that documentation and billing data are clean, complete, and correctly organized.

This role is ideal for someone who is highly organized, focused, and motivated by accuracy and efficiency — someone who takes pride in keeping systems running smoothly.

About Our Client

Our client’s pediatric therapy practice provides high-quality therapy services to children ages 0–18, empowering families with the tools and support they need to help their children grow, communicate, and thrive.

The team values professionalism, teamwork, and purpose-driven work, and they believe that every member of their staff plays a critical role in helping children make meaningful progress. They foster a warm, collaborative environment where problems are handled proactively and communication is open and respectful.

Responsibilities

Data Entry & EMR Support

Enter and update patient, billing, and therapy data in the Ensora EMR, with migration support into Raintree during the upcoming system transition

Maintain accuracy and completeness of all digital records, ensuring compliance with clinic standards

Support ongoing data cleanup and system integration efforts as new tools are implemented

Waystar & Clearinghouse Management

Manage data entry and connections between Waystar remittances and Ensora claims

Match and reconcile insurance payments and remittance reports accurately

Track claim status and coordinate resolution of discrepancies or denials

Assist with setup and transition of clearinghouse processes during the Raintree migration

Insurance & Billing Administration

Process billing-related data for TPL (Third Party Liability) in the Alabama Medicaid portal

Support claim submissions, payment posting, and report generation

Monitor unpaid claims and follow up as needed

Maintain secure and accurate documentation for audits and reporting

Administrative Coordination

Communicate with internal team members regarding data updates or missing documentation

Prepare simple reports and summaries to help leadership track billing progress and system performance

Collaborate with therapists and front-office staff to ensure that billing and administrative workflows are seamless

Uphold patient confidentiality and HIPAA compliance at all times

Requirements

2+ years of administrative, billing, or data entry experience in a healthcare or therapy setting

Experience with Waystar Clearinghouse, Ensora, or Raintree (or other EMRs) preferred

Familiarity with Alabama Medicaid portal (TPL) a strong plus

Exceptional attention to detail and accuracy in data management

Strong organizational and time management skills

Professional communication and teamwork skills — able to collaborate respectfully and efficiently

Reliable technology setup suitable for HIPAA-compliant remote work

Positive, proactive attitude and integrity in handling sensitive information

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.