Front Office Patient Educator - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is hiring a full-time Front Office Patient Educator on behalf of our client — an integrative women’s health practice based in California. This compassionate, high-touch medical team helps women restore balance, energy, and vitality through a blend of functional, internal, and lifestyle medicine.

This is an exciting opportunity for an organized, warm, and service-driven professional who thrives on patient communication and administrative excellence. As the Front Office Patient Educator, you’ll play a key role in creating exceptional first impressions, educating patients about the clinic’s holistic approach, and supporting the team with scheduling, insurance verification, and day-to-day operations.

About Our Client

Our client’s medical practice combines science, compassion, and empowerment to help women reclaim their health and well-being. Their purpose is to help women balance their hormones, improve their energy, and restore vitality through personalized care rooted in both modern and holistic medicine.

The team culture is built on warmth, collaboration, and compassion, where every patient feels seen and supported. They value :

Compassion — Listening deeply and meeting patients where they are.

Integrity — Upholding honesty and professionalism in all interactions.

Empowerment — Guiding patients to understand their health and take ownership of their healing.

Excellence — Committing to ongoing learning and evidence-based care.

Connection — Fostering teamwork and genuine partnership among staff and patients.

Every team member plays an essential role in blending clinical excellence with human connection, helping patients feel both cared for and informed.

Responsibilities

Patient Education & Communication

Serve as the first point of contact for new and existing patients, providing a warm, knowledgeable, and empathetic experience.

Explain the clinic’s services, programs, and philosophy clearly to prospective patients to help them understand what makes this care unique.

Assist new patients in navigating the intake process and understanding treatment plans.

Follow up with patients post-appointment to ensure satisfaction, address questions, or provide educational materials.

Manage inbound and outbound calls, texts, and messages through Spruce and Go High Level communication tools.

Scheduling & Front Office Coordination

Schedule, confirm, and update patient appointments using Cerbo EMR.

Coordinate cancellations, reschedules, and appointment reminders promptly.

Manage daily schedules and communicate with medical staff to ensure smooth clinic operations.

Oversee patient check-ins and verify completion of necessary documentation.

Handle appointment waitlists and ensure calendar efficiency.

Administrative & Billing Support

Assist with insurance verification, pre-authorizations, and payment collections for patient services.

Call patients for past-due balances and follow up on payment plans with professionalism and care.

Maintain accurate patient records in Cerbo EMR, ensuring all demographic and insurance information is current.

Process lab orders, radiology orders, and referrals as directed by the provider.

Support coordination of telehealth visits and send post-appointment materials, including treatment summaries and lab instructions.

Multitasking & Workflow Management

Manage multiple applications and communication channels simultaneously.

Prioritize patient needs while ensuring administrative accuracy and timely responses.

Collaborate with the in-person clinical team to provide seamless front-office support.

Take ownership of responsibilities with minimal supervision, ensuring high-quality service at all times.

Requirements

2+ years of experience in a medical front office, patient services, or administrative healthcare role.

Exceptional English communication skills — both written and verbal — with excellent grammar, vocabulary, and phone etiquette.

Strong interpersonal skills and emotional intelligence to handle patient conversations with warmth and empathy.

Highly organized with strong multitasking ability and attention to detail.

Proficiency in Cerbo EMR, Google Workspace, Spruce, and Go High Level (or similar software).

Knowledge of insurance verification, pre-authorization, and billing processes.

Comfortable managing calls, scheduling, and documentation in a fast-paced clinical environment.

Professional, reliable, and proactive in taking initiative to improve workflows.

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.