Offer summary

Qualifications:

Proven experience as a Medical Virtual Assistant in a healthcare setting., Strong background in insurance verification, billing, and patient coordination., Excellent written and verbal English communication skills., Highly organized, self-motivated, and detail-oriented..

Key responsibilities:

Schedule and confirm patient appointments and manage calendars.

Coordinate virtual therapy sessions and follow up with patients post-session.

Verify insurance coverage, process claims, and resolve billing discrepancies.

Create and update marketing materials and manage email correspondence.

Job description

This is a remote position.

Virtual Rockstar is hiring a Medical Virtual Assistant to support a solo practitioner operating a mobile outpatient occupational therapy practice in California. This mission-driven practice helps older adults and people with disabilities remain independent and live with dignity in their homes.

The ideal candidate is highly organized, tech-savvy, experienced in medical billing and insurance processes, and excels at communicating with older adults in a warm, respectful, and professional manner.

About the Practice's Culture and Values

This is a solo-practitioner practice with a strong focus on:

Trust and Integrity: Open, honest, and dependable relationships are the foundation.
Excellence in Care: Striving to provide the best support possible to every patient.
Independence and Respect: Helping patients live on their own terms.
Clear Communication: Patience, friendliness, and strong written and verbal English are essential.

Responsibilities

Reception & Patient Coordination

Schedule and confirm patient appointments
Manage calendars and coordinate with medical staff
Respond to patient inquiries via phone, email, and text
Maintain patient records and ensure confidentiality

Telehealth & Patient Support

Coordinate virtual therapy sessions
Follow up with patients post-session
Send treatment plans and exercise instructions
Handle appointment changes and waitlist management
Collect patient feedback and maintain emergency contact info

Insurance & Billing

Verify insurance coverage and obtain pre-authorizations
Explain insurance benefits to patients in plain terms
Process and submit claims to insurance
Follow up on unpaid claims, post payments, and resolve billing discrepancies
Review and appeal denied claims
Maintain up-to-date billing records and generate reports

Administrative Support

Manage email correspondence and prepare documents
Respond to common FAQs
Maintain electronic medical records (HelloNote EMR)
Update and manage data in client software (VMM/GoHighLevel)
Assist with filing and equipment tracking

Marketing & Communication

Create and update marketing materials
Proofread and order physical marketing supplies
Draft social media content and upload website updates

Tools and Software You’ll Use

HelloNote EMR
VMM / GoHighLevel
Email, phone, text tools (provided via practice platforms)

Requirements

Proven experience as a Medical Virtual Assistant in a healthcare setting
Strong background in insurance verification, billing, and patient coordination
Excellent written and verbal English communication skills
Highly organized, self-motivated, and detail-oriented
Comfortable interacting with older adults, including those who may need extra patience
Familiar with EMRs and online scheduling/billing tools
Able to work independently and protect patient confidentiality (HIPAA compliant)

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.