Administrative Specialist

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client — a compassionate, fast-growing in-home medical care team based in California. The practice provides post-hospital and home-based visits for Medicare patients, supporting recovery and continuity of care across the community.

As the Administrative Specialist, you'll play a central role in coordinating care between patients, providers, and clinical partners. You'll manage scheduling and communication for mobile visits, ensure accurate documentation, and help assign providers to patient cases based on location.

You'll also help streamline operations during an important business transition as the client dissolves her prior partnership and establishes her new independent practice. This role requires a critical thinker who is both compassionate and organized — someone who can manage details, anticipate needs, and bring calm and clarity to busy days.

We're looking for a highly empathetic and organized administrative professional who thrives in healthcare operations and has the heart to serve patients with kindness, patience, and professionalism. If you have experience as a medical assistant, scheduler, or healthcare administrator — and you love helping patients feel supported and cared for — this role is for you.

About Our Client
Our client leads a mobile medical care organization that bridges the gap between hospital discharge and long-term health management. The team provides high-quality, compassionate care to patients in their homes, focusing on convenience, comfort, and continuity of care.

The organization's culture is built on integrity, compassion, and innovation, and they believe in whole-person care that values empathy, accountability, and excellence.

Their mission is simple: to make healthcare more accessible and human for every patient they serve.

This is a small, mission-driven team that truly cares about its patients — and they're looking for someone who will treat every call, message, and interaction as an opportunity to make a difference.

Responsibilities
Patient Coordination & Scheduling

• Schedule and confirm patient appointments for mobile providers
• Handle incoming phone calls and emails from patients, family members, and healthcare partners with empathy and professionalism
• Look up patient addresses and match them to appropriate providers based on geographic location
• Manage appointment reminders, follow-ups, and reschedules
• Coordinate post-hospital visits to ensure smooth continuity of care
• Maintain accurate patient information in the EHR (Athena EHR)

Administrative & Clinical Support

• Prepare and send documentation, intake forms, and patient instructions
• Support the collection of onboarding, credentialing, and compliance documents for providers
• Organize digital files including contracts, HR forms, and compliance materials
• Communicate with home health agencies, labs, and hospitals to confirm referrals or data receipt
• Track provider schedules, visit logs, and mileage reports in Google Sheets

Billing, Payroll, & Reporting Support

• Compile provider hours and visit data for payroll processing
• Follow up on unpaid claims or billing discrepancies when needed
• Assist with generating simple productivity and KPI reports
• Maintain confidentiality and compliance with HIPAA standards

Communication & Team Support

• Serve as the first point of contact for patient inquiries and agency calls
• Draft emails or templates for routine correspondence with patients and partners
• Collaborate directly with the CEO to prioritize daily tasks and goals
• Attend virtual meetings and provide administrative updates
• Support ongoing process improvements to increase efficiency and patient satisfaction

Requirements

• 2+ years of experience in medical administration, healthcare scheduling, or patient coordination
• Background as a medical assistant or similar healthcare support role preferred
• Strong communication and customer service skills with a warm, empathetic tone
• Excellent organizational and time management skills

• Proficiency in:

• Athena EHR, Google Workspace, and spreadsheet management (Google Sheets/Excel)

• Knowledge of medical billing, referrals, and post-hospital care coordination is a plus

• Ability to problem-solve, prioritize tasks, and think critically under pressure
• Comfortable communicating with Medicare patients and healthcare providers by phone
• High level of professionalism, integrity, and discretion

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.