Medical Virtual Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is seeking a professional, detail-oriented, and highly organized Medical Virtual Assistant to provide full-time support to our client’s busy pediatric clinic. This remote role involves front-desk responsibilities, patient communication, and administrative tasks that are essential to delivering high-quality care. You’ll work closely with the office manager to ensure a seamless experience for patients and families.

We are looking for someone who is not only skilled and dependable but also professional in demeanor, able to work in a quiet, dedicated space away from others, and capable of managing multiple tasks at once.

About our client:

Our client is a respected naturopathic pediatric clinic located in Scottsdale, Arizona. The practice is dedicated to treating children from birth to 18 years of age using natural medicines and prevention to treat their patients. Their mission is to empower and educate parents so they feel confident in making long-term health decisions for their children. The clinic offers a warm, calm, and supportive environment where parents’ choices are respected, and natural treatment methods are prioritized when appropriate.

Responsibilities

• Manage incoming calls and respond to patient inquiries via phone and email
  

• Handle new patient inquiries and assist in converting them into scheduled appointments
  

• Schedule and confirm appointments for established patients
  

• Send and verify completion of patient forms 
  

• Maintain accurate patient records and ensure all documentation is complete
  

• Maintain the appointment calendar and waitlists
  

• Track new patient leads in Google Sheets
  

• Assist with appointment reminders and rescheduling
  

• Coordinate with on-site manager to ensure consistent and efficient communication
  

• Maintain patient privacy and uphold HIPAA standards
  

• Maintain thorough communication and pay close attention to detail
  

• Charm EHR
  

• 8x8 (VOIP phone and fax system)
  

• Kajabi
  

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

• Jotform
  

• Kit
  

Requirements

• Previous experience in a medical administrative or virtual assistant role
  

• Familiarity with HIPAA compliance and patient confidentiality
  

• Excellent verbal and written communication skills is required
  

• Strong organizational skills with the ability to handle multiple tasks simultaneously
  

• Professional demeanor and ability to work in a quiet, dedicated space free from distractions
  

• Tech-savvy with a willingness to learn new systems
  

• Empathetic, patient-focused, and collaborative
  

• Self-directed with a high level of attention to detail
  

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.