Medical Virtual Assistant

2 weeks ago

Manila, National Capital Region, Philippines Virtual Rockstar Full time

This is a remote position.

Virtual Rockstar is hiring a full-time Medical Virtual Assistant on behalf of our client, a well-established physical therapy practice in Florida with a national reputation for excellence in pelvic health care. This role supports the front office and administrative workflows that ensure patients receive a respectful, efficient, and high-quality experience from first contact through ongoing care.

The ideal candidate is organized, patient-focused, and confident handling scheduling, referrals, phone support, and insurance-related tasks in a busy outpatient setting.

About Our Client

Our client is a long-standing leader in pelvic health physical therapy, recognized for their expertise, innovation, and compassionate approach to care. They provide:

  • One-on-one, hands-on treatment

  • State-of-the-art biofeedback services

  • A discreet, respectful, and welcoming patient experience

  • Efficient, effective, and patient-centered care

Their culture is friendly, professional, and deeply rooted in trust and respect. Every interaction is designed to make patients feel supported, informed, and comfortable.

Responsibilities

Patient Scheduling & Front Desk Support

  • Schedule appointments for new and existing patients, including managing online scheduling requests.

  • Manage and maintain the appointment calendar to ensure accuracy and optimal schedule utilization.

  • Confirm patient appointments and handle rescheduling and cancellations.

  • Manage and actively work the waitlist to refill open appointment slots.

  • Coordinate daily schedules with clinical staff.

  • Answer phones and respond to patient inquiries via phone and email with professionalism and warmth.

Referrals & Documentation Management

  • Upload and manage incoming referrals accurately and promptly.

  • E-fax records and referrals to and from referring providers and external offices.

  • Send requested medical records as needed.

  • Maintain organized and up-to-date patient records within the EMR.

  • Ensure documentation accuracy while protecting patient privacy and confidentiality.

Insurance & Administrative Support

  • Verify patient insurance coverage and update patient files with insurance information.

  • Obtain pre-authorizations when required.

  • Explain insurance benefits to patients when needed and assist with insurance-related questions.

  • Liaise with insurance providers to clarify coverage details.

  • Track the status of pending insurance-related items to support patient care and scheduling.

Team & Workflow Integration

  • Serve as an essential part of the care team and participate in weekly staff meetings.

  • Communicate daily with the internal team to align on goals, priorities, and patient needs.

  • Provide administrative support that helps reduce front-office workload and keeps schedules full.

Tools & Systems

  • WebPT (EMR)

  • Microsoft Office & Excel

  • Google Workspace

  • Adobe

  • Zoom

(Experience with these tools is preferred; the ability to learn systems quickly is required.)

Requirements

  • Prior experience as a Medical Virtual Assistant, Front Office Coordinator, or Medical Administrative Assistant.

  • Experience in a physical therapy or outpatient healthcare setting strongly preferred.

  • Strong phone etiquette and patient communication skills.

  • Proven ability to manage scheduling, referrals, and waitlists efficiently.

  • Familiarity with insurance verification and pre-authorization processes.

  • Highly organized with strong attention to detail.

  • Dependable, professional, and patient-focused.

  • Comfortable working full-time during U.S. business hours (EST 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.

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