Medical Virtual Assistant - Virtual Assistant

This is a remote position.

A thriving pediatric therapy practice based in North Carolina is looking for a compassionate, highly organized, and tech-savvy Medical Virtual Assistant to support their growing team of pediatric Physical, Occupational, and Speech Therapists.

If you have a background in healthcare support, exceptional communication skills, and a heart for helping children and families, this is your chance to make a meaningful impact—while working remotely.

About our client:

This is not just another therapy clinic. This team is mission-driven, inclusive, and deeply collaborative—united by a shared belief that every child deserves exceptional care. Their approach is whole-child, family-centered, and rooted in empathy, creativity, and respect.

As a small, close-knit team, they go beyond appointments—partnering with families, building trust, and meeting people where they are. Whether through interdisciplinary care, mobile services, or community education, they remove barriers and create space for meaningful progress.

The Medical Virtual Assistant will be a key player in ensuring seamless communication, scheduling, and support across the care journey—from intake through treatment and beyond. You’ll act as the first line of contact for families and a vital link between the admin team, therapists, and medical providers.

This is a full-time, remote position with hours aligned to the Eastern Time Zone.

Responsibilities

Patient Communication & Coordination

• Answer phone calls and respond to patient inquiries with professionalism and empathy
  

• Make welcome calls to new patients and families
  

• Send intake forms and follow up to ensure timely completion
  

• Confirm insurance details and coverage when needed
  

• Follow up on upcoming appointments, cancellations, or missed sessions
  

Scheduling Management

• Manage calendars for multiple therapists across disciplines (PT, OT, ST)
  

• Schedule evaluations and treatment sessions, ensuring efficient use of time and resources
  

• Fill open slots due to cancellations using priority and waitlists
  

• Coordinate combo sessions across disciplines (e.g., OT + Speech)
  

Medical & Referral Coordination

• Contact referring pediatricians for orders, referrals, or medical documents
  

• Track pending orders and maintain accurate records
  

• Send progress updates to referring providers as needed
  

Documentation & System Support

• Update patient profiles in EMR (Ensora) and scheduling systems
  

• Track required documents like insurance cards and consents
  

• Send appointment reminders and follow-up communications via text or email
  

• Maintain a digital filing system for easy, secure access
  

Operational & Administrative Support

• Assist with onboarding new therapists (schedule setup, documentation)
  

• Maintain therapist availability and scheduling preferences
  

• Prepare weekly schedule overviews and internal communications
  

• Help coordinate internal meetings and maintain family communication logs
  

Family Support & Service Excellence

• Build rapport with families and provide timely, supportive communication
  

• Follow up after sessions to ensure satisfaction or share care updates
  

• Send personalized messages, home programs, or treatment plans
  

• Answer FAQs and escalate urgent matters as needed
  

Insurance & Verification

• Verify insurance coverage and gather necessary documentation
  

• Obtain pre-authorizations and update patient records accordingly
  

• Assist families with basic insurance-related questions
  

Tools & Systems You’ll Use

• Ensora (formerly Fusion) – EMR
  

• HIPAA-compliant Gmail and communication tools
  

• Ring Plan – Phone system
  

• Abyde – HIPAA compliance support
  

• Mineral – HR compliance tools
  

Requirements

• Prior experience in a healthcare or therapy practice (pediatrics is a plus)
  

• Excellent communication skills—professional, warm, and responsive
  

• Strong organizational and time-management abilities
  

• Tech-comfortable and detail-oriented
  

• Familiar with HIPAA standards and handling sensitive information
  

• Able to work independently while collaborating with a remote team
  

• Available full-time during Eastern Time business hours
  

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.