Medical Virtual Assistant

This is a remote position.

Virtual Rockstar is looking for a full-time Medical Virtual Assistant to support a well-established boutique physical therapy and fitness practice based in California. Known for their high-touch, individualized care, this practice has earned an outstanding reputation in the community, with strong referrals from local physicians and clients alike.

Their team is made up of highly educated and compassionate practitioners who value professionalism, respect, and excellence in care. If you’re detail-oriented, organized, and passionate about healthcare support, this is a great opportunity to join a dynamic and growing team.

This is a remote, full-time role where you will provide administrative and customer service support to help streamline operations and improve the patient experience. You’ll work closely with the Front Desk Manager and broader clinic team to manage patient communications, scheduling, insurance verifications, and various administrative functions.

Responsibilities

Reception & Patient Communication

• Schedule and confirm patient appointments

• Manage appointment calendar and respond to scheduling changes

• Answer phone calls and respond to email inquiries

• Follow up with patients after sessions

• Send exercise and treatment plans as directed

• Maintain accurate patient records in the EMR (WebPT)

• Ensure patient confidentiality and HIPAA compliance

• Coordinate with therapists and staff to manage daily schedules

• Provide a friendly and responsive virtual presence to support in-clinic operations

Insurance & Billing Support

• Verify patient insurance coverage

• Obtain pre-authorizations as needed

• Update patient files with insurance and billing details

• Communicate with insurance providers to clarify benefits or resolve issues

• Track pending claims and assist with appeals on denied claims

• Monitor billing accuracy in both WebPT and MBO (fitness system)

• Assist patients with billing and insurance-related inquiries

Administrative Assistance

• Provide general admin support to the Front Desk Manager

• Enter data into QuickBooks and MBO

• Send appointment reminders and invoices

• Maintain waitlists and prepare basic reports

• Manage email correspondence and assist with document preparation

• Organize files and support equipment tracking and maintenance

• Occasionally assist with planning events or managing online purchases

• WebPT (EMR)

• MBO (Mindbody Online – fitness scheduling/payment system)

• QuickBooks

• Microsoft 365

• Previous experience as a Medical Virtual Assistant, Medical Receptionist, or similar role

• Strong communication skills and a professional, empathetic demeanor

• Comfortable using EMRs and other administrative software

• Knowledge of insurance verification and Medicare patient guidelines (preferred)

• Highly organized with attention to detail and ability to multitask

• Reliable internet connection and backup power source

• Ability to work independently while staying aligned with an in-clinic team

• 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.