Medical Virtual Assistant - Virtual Assistant

Job Description

This is a remote position.

Virtual Rockstar is looking for a full-time Medical Virtual Assistant to support a well-established boutique physical therapy and fitness practice based in California. Known for their high-touch, individualized care, this practice has earned an outstanding reputation in the community, with strong referrals from local physicians and clients alike.

Their team is made up of highly educated and compassionate practitioners who value professionalism, respect, and excellence in care. If you’re detail-oriented, organized, and passionate about healthcare support, this is a great opportunity to join a dynamic and growing team.

This is a remote, full-time role where you will provide administrative and customer service support to help streamline operations and improve the patient experience. You’ll work closely with the Front Desk Manager and broader clinic team to manage patient communications, scheduling, insurance verifications, and various administrative functions.

Responsibilities

Reception & Patient Communication

Schedule and confirm patient appointments

Manage appointment calendar and respond to scheduling changes

Answer phone calls and respond to email inquiries

Follow up with patients after sessions

Send exercise and treatment plans as directed

Maintain accurate patient records in the EMR (WebPT)

Ensure patient confidentiality and HIPAA compliance

Coordinate with therapists and staff to manage daily schedules

Provide a friendly and responsive virtual presence to support in-clinic operations

Insurance & Billing Support

Verify patient insurance coverage

Obtain pre-authorizations as needed

Update patient files with insurance and billing details

Communicate with insurance providers to clarify benefits or resolve issues

Track pending claims and assist with appeals on denied claims

Monitor billing accuracy in both WebPT and MBO (fitness system)

Assist patients with billing and insurance-related inquiries

Administrative Assistance

Provide general admin support to the Front Desk Manager

Enter data into QuickBooks and MBO

Send appointment reminders and invoices

Maintain waitlists and prepare basic reports

Manage email correspondence and assist with document preparation

Organize files and support equipment tracking and maintenance

Occasionally assist with planning events or managing online purchases

Tools and Software

WebPT (EMR)

MBO (Mindbody Online – fitness scheduling / payment system)

QuickBooks

Microsoft 365

Requirements

Previous experience as a Medical Virtual Assistant, Medical Receptionist, or similar role

Strong communication skills and a professional, empathetic demeanor

Comfortable using EMRs and other administrative software

Knowledge of insurance verification and Medicare patient guidelines (preferred)

Highly organized with attention to detail and ability to multitask

Reliable internet connection and backup power source

Ability to work independently while staying aligned with an in-clinic team

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.