Offer summary

Qualifications:

Previous experience as a medical virtual assistant or in a similar administrative healthcare role is preferred., Familiarity with EMR systems, such as WebPT, is a plus., Strong communication skills, both written and verbal, with an emphasis on empathy and professionalism., Excellent organizational skills with a keen eye for detail..

Key responsabilities:

Schedule patient evaluations, treatments, and appointments while managing reminders.

Verify patient insurance coverage and assist with authorization requests.

Create and update patient charts in the electronic medical record system.

Answer patient inquiries and manage communications with professionalism and compassion.

Job description

This is a remote position.

Virtual Rockstar is looking for a proactive and detail-oriented Medical Virtual Assistant to join our client’s team and help streamline administrative tasks while supporting the clinic’s mission. As a full-time Medical Virtual Assistant, you will be a key member of the rehab team, assisting with various administrative and patient care tasks. This remote role involves scheduling, insurance verification, patient follow-ups, and routine administrative support. Your efforts will help ensure that our client’s front office staff can focus more on personalized patient care and improve the overall patient experience across the clinic.

About our client:

At Hands on Hands Rehab Center, we pride ourselves on creating a compassionate, supportive, and caring environment. Our mission is to deliver exceptional hand therapy, helping our patients regain function, reduce pain, and restore their quality of life. We provide personalized care that prioritizes the unique needs of each patient on their recovery journey. Our dedicated team uses a hands-on approach to ensure every interaction—whether at reception, therapy, or billing—is driven by empathy and a commitment to patient satisfaction.

Responsibilities:

Scheduling & Patient Management:

Schedule patient evaluations, treatments, and splint appointments.
Confirm and manage patient appointments and appointment reminders.
Reschedule patient appointments as needed.
Assist with maintaining therapist schedules and coordinating appointments.

Insurance Verification & Authorization:

Verify patient insurance coverage through Availity and various HMO portals.
Submit insurance authorization requests for HMO and Workers' Compensation claims.
Liaise with insurance providers to clarify coverage details and track the status of pending claims.
Assist patients with insurance-related queries and provide explanations of benefits.
Follow up on unpaid claims and post payments to patient accounts.

Patient Records & Documentation:

Create and update patient charts in the electronic medical record (EMR) system (currently WebPT, transitioning to Prompt EMR).
Ensure that patient records are up to date, accurate, and maintained in accordance with privacy regulations.
Send exercise and treatment plans to patients and track their progress.

Administrative Support & Communication:

Answer patient phone calls and handle inquiries via phone/email with professionalism and compassion.
Manage eFax communications (send/receive) using Bubble Communications (including VOIP capabilities).
Send personalized communications to patients, including appointment reminders and follow-up messages.
Prepare documents, manage email correspondence, and assist with data entry.
Maintain a waitlist for appointments and manage referrals from other healthcare providers.
Coordinate with medical staff to ensure a seamless daily schedule and maintain efficient operations.
Transcribe therapist-patient interactions when necessary.

Billing & Reporting:

Collect payments from patients and assist in the billing process.
Generate and send invoices for services rendered.
Generate billing reports and assist with accounting needs as required.

Patient Follow-Up & Support:

Follow up with patients post-session to ensure their needs are met and address any concerns.
Ensure patient privacy and confidentiality at all times in all communications.
Collect patient feedback to improve the clinic's services and patient satisfaction.

Requirements

Previous experience as a medical virtual assistant or in a similar administrative healthcare role is preferred.
Familiarity with EMR systems, such as WebPT (and transitioning to Prompt EMR), is a plus.
Strong communication skills, both written and verbal, with an emphasis on empathy and professionalism.
Ability to handle insurance verification and authorization processes (experience with Availity, HMO portals, and Workers' Comp is beneficial).
Proficient in handling eFax and phone systems (experience with Bubble Communications or VOIP is a plus).
Excellent organizational skills with a keen eye for detail.
Ability to manage multiple tasks effectively while maintaining high levels of accuracy.
Tech-savvy with experience in digital communication and scheduling tools.
Knowledge of billing practices and payment processing (Instamed or similar tools is beneficial).
Ability to work independently and collaborate with a team in a remote environment.
Strong understanding of patient privacy and confidentiality requirements.

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 in the Philippines.