Medical Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant on behalf of our client, a reputable physical therapy practice in Washington known for its patient-centered, hands-on approach and high-quality manual therapy care.

We are seeking a reliable, detail-oriented Medical Virtual Assistant to support visit preparation, scheduling, insurance verification, administrative workflows, and patient coordination. This role directly enhances the clinic's efficiency and ensures patients receive exceptional service from their first interaction onward.

About Our Client

Our client is a well-established, locally owned physical therapy practice in Seattle dedicated to providing personalized, one-on-one care rooted in manual therapy, biomechanics, and evidence-based practice. Their therapists are active outdoor enthusiasts and athletes, allowing them to deeply understand patient goals and create customized recovery plans that help individuals get back to the activities they love. The clinic is known for its warm, encouraging environment and its commitment to helping the active Seattle community move better, recover stronger, and live pain-free.

Responsibilities

Visit Preparation & Insurance Support

• Verify insurance eligibility and benefits using portals including Availity, Evicore, Carelon, and other payer sites.
  

• Document eligibility results, visit allowances, benefit details, and authorization requirements in patient files.
  

• Transfer accurate appointment and patient information from Full Slate into OptimisPT.
  

• Track authorizations, benefit usage, and related insurance documentation.
  

New Patient Registration & Scheduling

• Register and schedule new patients by phone, assisting them through the intake process.
  

• Answer patient questions courteously and clearly.
  

• Log call information and maintain accurate communication records.
  

• Assist the onsite team by taking overflow calls when Patient Care Coordinators are busy assisting patients.
  

Waitlist Management

• Maintain and update waitlists in OptimisPT.
  

• Assist staff in filling openings and ensuring patients on the waitlist are scheduled appropriately.
  

Administrative & Clerical Support

• File and organize data, complete routine clerical tasks, and update patient information as needed.
  

• Communicate professionally with patients, prospective patients, and internal staff via phone and email.
  

• Interpret and respond clearly to written and verbal instructions.
  

• Attend admin meetings and assist with project-related tasks.
  

• Use Google Workspace (Gmail, Drive, Docs, Sheets) and clinic-developed AI tools.
  

• Support cloud-based scheduling, documentation, and revenue cycle management systems.
  

Referral & Tracking Support

• Track patient visits, referral sources, and documentation.
  

• Create and maintain mailing lists for business partners and referral sources.
  

• Run monthly referral tracker reports and coordinate mailing of gifts or outreach materials.
  

Billing & Revenue Cycle Administrative Tasks

• Run daily aging balance reports in OptimisPT.
  

• Add patient balance notes to accounts for in-office collection by the PCC team.
  

• Support additional basic revenue-cycle tasks as assigned.
  

Basic Website & IT Support

• Perform minor website updates or maintenance tasks.
  

• Assist with basic IT-related needs involving cloud-based systems.
  

Requirements

• Experience in medical administration, physical therapy clinics, or healthcare support roles preferred.
  

• Strong English communication skills—clear, professional, and easy to understand.
  

• Ability to work during Pacific Time business hours.
  

• High attention to detail and accuracy in insurance verification, data entry, and scheduling.
  

• Ability to manage multiple systems including OptimisPT, Full Slate, Google Workspace, and insurance portals.
  

• Consistent professionalism, punctuality, and adherence to HIPAA guidelines.
  

• Strong organizational skills and ability to follow structured workflows.
  

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.
  

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