Administrative Specialist

This is a remote position.

Virtual Rockstar is hiring a full-time Administrative Specialist on behalf of our client — a compassionate pediatric therapy practice based in Alabama. The practice is dedicated to helping children reach their full potential through evidence-based and family-centered therapy services.

As the Administrative Specialist, you'll play an important role in supporting the clinic's administrative and billing operations. You'll be responsible for accurate data entry, claims tracking, and coordination within the clinic's EMR and clearinghouse systems as the team transitions from Ensora to Raintree.

You'll also use Waystar Clearinghouse to connect remittances, assist with Medicaid portal entries, and ensure that documentation and billing data are clean, complete, and correctly organized.

This role is ideal for someone who is highly organized, focused, and motivated by accuracy and efficiency — someone who takes pride in keeping systems running smoothly.

Our client's pediatric therapy practice provides high-quality therapy services to children ages 0–18, empowering families with the tools and support they need to help their children grow, communicate, and thrive.

The team values professionalism, teamwork, and purpose-driven work, and they believe that every member of their staff plays a critical role in helping children make meaningful progress. They foster a warm, collaborative environment where problems are handled proactively and communication is open and respectful.

Responsibilities

Data Entry & EMR Support

• Enter and update patient, billing, and therapy data in the Ensora EMR, with migration support into Raintree during the upcoming system transition
  

• Maintain accuracy and completeness of all digital records, ensuring compliance with clinic standards
  

• Support ongoing data cleanup and system integration efforts as new tools are implemented
  

Waystar & Clearinghouse Management

• Manage data entry and connections between Waystar remittances and Ensora claims
  

• Match and reconcile insurance payments and remittance reports accurately
  

• Track claim status and coordinate resolution of discrepancies or denials
  

• Assist with setup and transition of clearinghouse processes during the Raintree migration
  

Insurance & Billing Administration

• Process billing-related data for TPL (Third Party Liability) in the Alabama Medicaid portal
  

• Support claim submissions, payment posting, and report generation
  

• Monitor unpaid claims and follow up as needed
  

• Maintain secure and accurate documentation for audits and reporting
  

Administrative Coordination

• Communicate with internal team members regarding data updates or missing documentation
  

• Prepare simple reports and summaries to help leadership track billing progress and system performance
  

• Collaborate with therapists and front-office staff to ensure that billing and administrative workflows are seamless
  

• Uphold patient confidentiality and HIPAA compliance at all times
  

• 2+ years of administrative, billing, or data entry experience in a healthcare or therapy setting
  

• Experience with Waystar Clearinghouse, Ensora, or Raintree (or other EMRs) preferred
  

• Familiarity with Alabama Medicaid portal (TPL) a strong plus
  

• Exceptional attention to detail and accuracy in data management
  

• Strong organizational and time management skills
  

• Professional communication and teamwork skills — able to collaborate respectfully and efficiently
  

• Reliable technology setup suitable for HIPAA-compliant remote work
  

• Positive, proactive attitude and integrity in handling sensitive information
  

• 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.