Medical Virtual Assistant - Virtual Assistant
Unlock HBAThis is a remote position.
Virtual Rockstar is seeking a Medical Virtual Assistant to support one of our pediatric therapy partners based in Nebraska.
The Medical Virtual Assistant will be responsible for insurance authorizations, patient communication, billing support, and reporting. This role requires exceptional attention to detail, clear and professional communication, and the ability to manage multiple tasks that directly support clinic operations and patient care.
This therapy team’s mission is empowering children, families, and the community through high-quality, family-centered services. Their culture emphasizes teamwork, accountability, and data-driven decision-making, with a strong focus on excellent patient outcomes and operational efficiency.
Responsibilities
Authorizations & Insurance Management
Perform eligibility re-checks monthly for all patients, especially Medicaid.
Verify insurance coverage for patients at intake and ongoing.
Obtain and track pre-authorizations for therapy services.
Update patient files with authorization details and maintain timely renewals.
Verify accuracy of authorizations, coverage, and documentation requirements.
Monitor coding accuracy (CPT/HCPCS, modifiers, therapy units billed against time).
Communicate with payers for clarification and issue resolution.
Monitor authorization utilization; alert team when nearing limits.
Front Desk & Patient Communication
Respond promptly to patient texts, calls, and emails regarding scheduling and billing.
Schedule new patient evaluations and ongoing therapy appointments in coordination with therapists’ availability.
Cancel and reschedule patient appointments, ensuring updates in the EMR.
Proactively send reminders for upcoming appointments to reduce no-shows.
Provide families with clear information about therapy schedules, policies, and billing inquiries.
Patient Responsibility
Process patient invoices and follow up on unpaid balances.
Coordinate patient payment plans and escalate delinquent balances when needed.
Communicate balances to patients clearly and professionally.
Reporting & KPIs
Run weekly aging reports, work with Biller to identify accounts for follow up.
Maintain and monitor a denial management tracker by payer and category.
Assist with compiling monthly billing reports, as needed.
Track KPIs as directed by lead biller and leadership team.
Complete weekly and monthly KPIs reports to track attendance, units billed, therapy visits, and other key metrics from the EMR.
Provide actionable recommendations to improve workflows and reimbursement.
Requirements
Prior experience in medical administration, billing, or insurance coordination.
Knowledge of insurance verification, authorizations, and claims processes.
Familiarity with therapy or pediatric healthcare settings preferred.
Strong communication skills, both written and verbal, with a patient-focused approach.
Proficiency with EMR systems (practice uses Ensora Health, formerly Fusion).
Comfortable with Microsoft Office 365, Google Sheets, and reporting tools.
Highly organized, detail-oriented, and proactive in problem-solving.
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.