Executive/ Medical Admin Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Executive / Medical Administrative Assistant to support one of our healthcare partners, a Tennessee-based physical therapy team dedicated to providing high-quality, patient-centered rehabilitation services.

The Executive / Medical Administrative Assistant will play a dual role, supporting the leadership team with executive administrative functions while also managing key medical office tasks.

This position requires a proactive, detail-oriented individual with strong organizational skills, excellent communication, and the ability to handle both executive and clinical administrative responsibilities with accuracy.

The client's mission is to deliver excellent outcomes, exceptional patient experiences, and meaningful employee satisfaction. Their vision is to be the premier provider of physical therapy services, known for outstanding care, integrity, and commitment to their communities.

The organization emphasizes six core values:

• Responsibility – accountability in actions and outcomes.
  

• Communication – clear, effective exchange of information.
  

• Team Player – working collaboratively toward unified goals.
  

• Professionalism – respect, adaptability, and strong problem-solving skills.
  

• Positivity – fostering a constructive, healing-focused environment.
  

• Integrity – honesty and strong moral principles at the core of all interactions.
  

This is a fast-paced, patient-focused practice, and they are seeking an assistant who can blend executive-level support with medical administrative functions to keep the team running smoothly.

Responsibilities

Executive Support

• Provide administrative support to the executive leadership team.
  

• Prepare documents, reports, and correspondence.
  

• Assist with scheduling, email management, and task tracking.
  

• Extract, input, and manage data/KPIs for executive review.
  

• Coordinate with leadership to ensure smooth execution of priorities.
  

Medical Administrative Support

• Verify patient insurance coverage and obtain pre-authorizations for procedures.
  

• Update and maintain patient files with insurance and clinical information.
  

• Track the status of insurance claims and liaise with providers to resolve issues.
  

• Respond to patient inquiries and FAQs.
  

• Send appointment reminders and assist with scheduling support tasks.
  

• Prepare and process basic reports, ensuring accuracy of records.
  

• Maintain electronic medical records (Net Health/Therapy Source).
  

Collaboration & Workflow

• Work closely with the Vice President of Operations and leadership team.
  

• Ensure data accuracy and reporting reliability to reduce human error.
  

• Support executives in both administrative and strategic tasks.
  

• Communicate clearly and effectively with internal teams and external partners.
  

• Proven experience as an Executive Assistant, Medical Administrative Assistant, or similar role.
  

• Strong organizational skills and attention to detail.
  

• Excellent verbal and written communication skills.
  

• Proficiency with key platforms, including:
  

  • EMR/Billing: Net Health (Therapy Source), Waystar
    

  • Payroll: Gusto
    

  • CRM: InfusionSoft
    

  • Data/Reporting: Mastertech or Tableau, Microsoft Office, Google Sheets/Drive
    

  • Insurance portals (e.g., Availity)
    

• Ability to manage multiple priorities, work independently, and meet deadlines.
  

• Experience in healthcare or physical therapy administration preferred.
  

• 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 in the Philippines.