Medical Virtual Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant on behalf of our client — a thriving physical therapy practice based in Arkansas. This is an exciting opportunity to join a compassionate, high-performing healthcare team dedicated to helping patients restore movement, confidence, and quality of life.

As the Medical Virtual Assistant, you’ll provide essential administrative and operational support to ensure patients have a seamless experience from their first call to the completion of care. You’ll handle scheduling, manage faxes and referrals, complete insurance verifications, and process prior authorizations for physical therapy services.

Your work will directly impact the efficiency of the front office team — allowing them to focus on patient-facing care while you handle the critical back-end tasks that keep the practice running smoothly.

The ideal candidate is detail-oriented, empathetic, and highly organized, with experience in administrative healthcare support, insurance verification, and scheduling. If you love making a difference behind the scenes and helping patients access the care they need, this role is for you.

About Our Client

Our client’s practice is built on a foundation of compassion, collaboration, and continuous growth. Every team member shares a genuine passion for helping others heal, move, and thrive. Their purpose is simple: to make a meaningful difference in the lives of every patient they serve.

They value excellence, teamwork, and community, creating a supportive and professional environment where patients are treated like family. The practice is fast-paced and patient-oriented, with a strong focus on maintaining full schedules and smooth front-office operations.

Responsibilities

Patient Scheduling & Communication

• Answer and return patient calls and emails with professionalism and empathy
  

• Schedule and confirm appointments, including new patient intakes and follow-ups
  

• Manage appointment calendars for therapists and coordinate schedule updates
  

• Maintain an active waitlist and ensure scheduling gaps are minimized
  

• Confirm next-day appointments and follow up on missed visits or drop-offs
  

• Coordinate telehealth appointments and assist with patient inquiries
  

Insurance & Authorization Management

• Verify patient insurance coverage and eligibility for physical therapy services
  

• Obtain pre-authorizations and ensure documentation accuracy for all carriers
  

• Track authorization renewals and submit requests in a timely manner
  

• Update patient files with insurance details and authorization information
  

• Communicate with insurance companies to resolve coverage or claim issues
  

• Assist patients with understanding insurance benefits and requirements
  

Fax & Referral Processing

• Receive, organize, and enter incoming faxes, including physician referrals and records
  

• Upload and attach required documentation and signatures into WebPT
  

• Track Medicare signatures, physician drop-offs, and discharge paperwork
  

• Send patient records to referring providers, case managers, or insurance representatives
  

• Manage and log faxed documents to maintain complete and accurate patient records
  

Administrative Support

• Perform data entry and maintain accurate electronic medical records
  

• Generate billing and authorization reports for management review
  

• Support billing teams with record requests, claims follow-up, and document retrieval
  

• Prepare and send forms or records for workers’ compensation and insurance audits
  

• Collaborate with the front office to keep workflows organized and efficient
  

Requirements

• 2+ years of experience as a Medical Virtual Assistant, Medical Administrative Assistant, or similar role in a healthcare setting
  

• Familiarity with WebPT or other physical therapy EMR systems (preferred)
  

• Strong knowledge of insurance verification, prior authorization, and billing procedures
  

• Excellent written and verbal English communication skills
  

• Exceptional attention to detail and ability to manage multiple priorities
  

• Strong organizational skills with a proactive, self-starter mindset
  

• Reliable technology setup with a secure internet connection suitable for HIPAA compliance
  

• Experience supporting U.S.-based healthcare providers or therapy clinics (preferred)
  

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 across the globe.