This is a remote position.
Are you an experienced, detail-oriented professional who thrives in a fast-paced environment and is passionate about helping people? We're looking for a full-time Medical Virtual Assistant to join the team of one of Virtual Rockstar's clients—a high-performing physical therapy clinic focused on helping active adults get out of pain and back to doing what they love.
In this remote role, you’ll play a critical part in keeping the clinic running smoothly—from managing client communication and scheduling to ensuring the daily operations behind the scenes are efficient and seamless. You’ll work closely with therapists and administrative staff to deliver an exceptional experience for every client who interacts with the practice.
About our client:
Our client is a performance physical therapy clinic based in Austin, Texas, specializing in working with endurance athletes (particularly runners and cyclists) as well as individuals experiencing pelvic floor pain or dysfunction. Their work is rooted in movement, proactive care, and long-term performance strategies.
This is a team that’s passionate, health-conscious, and deeply committed to client success. They offer a supportive environment where curiosity, communication, and excellence are expected—and celebrated.
Purpose:
To radically change how athletes take care of their bodies by delivering intentional, full-spectrum care—from injury recovery to lifelong performance.
Core Values:
Top 1%: Consistently strive for excellence
Find the Why: Stay purpose-driven and intentional
Clear and Courageous Conversations: Foster honest, constructive communication
Stay Curious and Generous: Always learn and contribute
Assume Positive Intent: Trust in your teammates
Leverage Failure to Grow: See setbacks as learning opportunities
Responsibilities
Client Communication & Scheduling
Respond to client inquiries by phone, email, text, and web forms
Schedule, reschedule, and cancel appointments for all therapists and services
Conduct discovery calls with prospective clients
Follow up with clients who have not yet scheduled
Maintain and manage an active waitlist to fill last-minute openings
Provide accurate, helpful responses about services offered
Daily Operations & Coordination
Check out clients using PtEverywhere
Coordinate daily therapist schedules
Relay billing-related information to clients as needed
Ensure client privacy and confidentiality are maintained at all times
Administrative Support
Complete tasks within Hubspot and keep client records updated
Maintain the Hubspot deals board and contact pages on a weekly basis
Manage client data, scheduling, and payments using PtEverywhere and Hubspot
Assist with inventory tracking and reordering of clinic supplies and merchandise
Support the overall smooth execution of day-to-day operations
Tools and Software You’ll Use
PtEverywhere
Slack
Google Workspace
Hubspot
Previous experience as a medical or administrative virtual assistant
Excellent written and verbal communication skills
Familiarity with scheduling, client intake, and EMR systems
Strong organizational skills and attention to detail
A client-first mindset and ability to handle sensitive health information professionally
Self-starter who is proactive and capable of working independently
Preferred Qualifications
Understanding of physical therapy or wellness-based services
Experience with out-of-network healthcare billing
Interest in athletic performance, endurance sports, or health and wellness
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.