Medical Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant on behalf of our client, a growing mobile therapy practice serving patients throughout Illinois. This role will support a team of approximately 13 mobile therapists by managing scheduling, insurance workflows, documentation, and billing-related coordination—helping clinicians spend less time on admin and more time with patients.

This is a dedicated VA role (not shared with other clients). The VA will report to and be trained by the Office Manager, with a structured, step-by-step onboarding process.

About Our Client

Our client is a mobile therapy practice providing in-home services for pediatric and pelvic health patients, including speech therapy, physical therapy, occupational therapy, and developmental therapy. Their mission is to help patients reach important rehabilitation and developmental milestones while fostering a supportive, respectful environment for both therapists and families.

They value collaboration, clear communication, and thoughtful systems that support both patient care and therapist well-being. As a mobile practice, organization, follow-through, and proactive communication are especially critical to their success.

Responsibilities

Therapist Scheduling & Coordination 

• Manage schedules for approximately 13 mobile therapists, ensuring visits are accurately scheduled and optimized.
  

• Handle appointment scheduling, rescheduling, and cancellations.
  

• Monitor therapist availability and help fill gaps when changes occur.
  

• Maintain and update waitlists for patients when applicable.
  

• Send appointment reminders and confirmations.
  

• Coordinate scheduling changes with therapists and internal staff to minimize disruptions.
  

Email & Communication Management

• Monitor and respond to patient and internal emails in a timely, professional manner.
  

• Route messages appropriately and follow up to ensure resolution.
  

• Communicate clearly with therapists, office staff, and insurance partners.
  

• Use Bitrix24 as the primary communication channel for internal coordination.
  

Insurance Benefits & Authorizations

• Verify insurance benefits, eligibility, and coverage details prior to services.
  

• Obtain prior authorizations and re-authorizations when required.
  

• Track authorization status, visit counts, and expiration dates.
  

• Communicate insurance-related information internally to support scheduling and billing.
  

• Assist with insurance-related patient inquiries when needed.
  

Billing & Revenue Cycle Support

• Act as a liaison between the therapy team and billing processes.
  

• Support billing workflows using Sky Billing, including coordination of claims-related follow-up.
  

• Assist with documentation needed for billing and insurance purposes.
  

• Follow up on billing-related issues to ensure claims move forward efficiently.
  

Documentation & Onboarding Support

• Assist with onboarding documentation for new patients and therapists.
  

• Ensure intake forms, insurance documents, and required paperwork are complete and organized.
  

• Maintain accurate records within the practice's systems.
  

• Support fax management, including sending, receiving, and tracking faxes.
  

Administrative Support

• Support day-to-day administrative tasks that help the office manager and therapists operate smoothly.
  

• Maintain organized digital records and documentation.
  

• Assist with basic reporting and data entry as needed.
  

Tools & Systems

• PTEverywhere
  

• Sky Billing
  

• Bitrix24
  

• Google Workspace
  

(Experience with these tools is preferred; willingness and ability to learn quickly is required.)

Requirements

• Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, or similar healthcare support role.
  

• Experience supporting therapy practices (PT/OT/SLP) strongly preferred.
  

• Comfortable managing therapist schedules in a mobile practice environment.
  

• Hands-on experience with insurance benefits verification and prior authorizations.
  

• Familiarity with billing workflows and acting as a billing liaison.
  

• Strong organizational skills and attention to detail.
  

• Excellent written communication skills and professional email etiquette.
  

• Reliable, proactive, and able to follow processes while adapting as needed.
  

• Comfortable working full-time during CST-aligned hours.
  

• Able to work collaboratively while handling responsibilities independently.
  

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.
  

---