Medical Virtual Assistant - Virtual Assistant
Virtual RockstarThis is a remote position.
Virtual Rockstar is seeking a highly organized, detail-oriented, and proactive Medical Virtual Assistant (VA) who can serve as the right hand to a busy solo therapist. You’ll be responsible for ensuring day-to-day operations run smoothly, patients feel supported, and nothing falls through the cracks—especially while the therapist is in the field providing care.
About Our Client
Our client is a compassionate, solo-practitioner-led mobile outpatient occupational therapy practice serving older adults in the comfort of their homes across New Hampshire. With a focus on fall prevention, aging in place, and personalized, high-quality therapy services, this practice empowers older adults to live independently and safely.
Their mission centers around enhancing the quality of life, dignity, and independence of each patient, combining skilled care with a human touch.
Why Join This Team
You won’t be just a back-office assistant—you’ll be a vital member of a mission-driven practice making a real difference in the lives of older adults. You’ll have the opportunity to grow with a passionate clinician who values your input, trusts your judgment, and is excited to welcome you as part of her extended care team.
Tools and Platforms You’ll Use
EMR: HelloNote
CRM/Automation: Go High Level
Insurance Platforms: Inovalon, Availity
Design and Social Media: Canva
Productivity and Communication: Google Workspace (Gmail, Sheets, Docs, Calendar, Google Chat), iPhone texting
Meetings: Google Meet or other virtual platforms
Responsibilities
Insurance and Billing
Verify patient insurance coverage and benefits
Submit insurance claims (Medicare Part B and private pay)
Obtain pre-authorizations as needed
Follow up on unpaid claims, denials, and discrepancies
Post payments and maintain accurate billing records
Liaise with insurance companies for clarifications and issue resolution
Download ERAs using Availity and Inovalon
Administrative and Client Coordination
Schedule and confirm appointments
Respond to phone/email inquiries from patients or referring providers
Organize and update patient information in HelloNote EMR
Follow up on signed physician referrals
Maintain appointment calendars and waitlists
Send appointment reminders and intake paperwork
Track tasks using Google Sheets
Maintain patient confidentiality and compliance with HIPAA
Client Communication
Coordinate telehealth appointments
Return client calls and emails professionally and promptly
Provide support with FAQs and rescheduling
Send home exercise programs or resources to patients
Marketing Support
Create and schedule social media content using Canva
Draft and manage basic marketing posts and communication
Help build visibility for the practice’s mission and services
Requirements
Experience working with U.S. healthcare providers (preferred)
Background in occupational therapy, PT/OT/SLP practices, or geriatrics is a plus
Excellent spoken and written English
Proactive, tech-savvy, and a fast learner
Trustworthy, highly organized, and able to work independently
Comfortable handling sensitive patient information (HIPAA understanding preferred)
Work Expectations
Daily check-ins via Google Chat or email to align on priorities
Weekly planning calls with the provider for updates and feedback
Ability to problem-solve independently and manage multiple tasks
Strong communication and accountability mindset
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.