This is a remote position.
Virtual Rockstar is looking for a full-time Medical Virtual Assistant to support a well-established boutique physical therapy and fitness practice based in California. Known for their high-touch, individualized care, this practice has earned an outstanding reputation in the community, with strong referrals from local physicians and clients alike.
Their team is made up of highly educated and compassionate practitioners who value professionalism, respect, and excellence in care. If you’re detail-oriented, organized, and passionate about healthcare support, this is a great opportunity to join a dynamic and growing team.
This is a remote, full-time role where you will provide administrative and customer service support to help streamline operations and improve the patient experience. You’ll work closely with the Front Desk Manager and broader clinic team to manage patient communications, scheduling, insurance verifications, and various administrative functions.
Responsibilities
Reception & Patient Communication
Schedule and confirm patient appointments
Manage appointment calendar and respond to scheduling changes
Answer phone calls and respond to email inquiries
Follow up with patients after sessions
Send exercise and treatment plans as directed
Maintain accurate patient records in the EMR (WebPT)
Ensure patient confidentiality and HIPAA compliance
Coordinate with therapists and staff to manage daily schedules
Provide a friendly and responsive virtual presence to support in-clinic operations
Insurance & Billing Support
Verify patient insurance coverage
Obtain pre-authorizations as needed
Update patient files with insurance and billing details
Communicate with insurance providers to clarify benefits or resolve issues
Track pending claims and assist with appeals on denied claims
Monitor billing accuracy in both WebPT and MBO (fitness system)
Assist patients with billing and insurance-related inquiries
Administrative Assistance
Provide general admin support to the Front Desk Manager
Enter data into QuickBooks and MBO
Send appointment reminders and invoices
Maintain waitlists and prepare basic reports
Manage email correspondence and assist with document preparation
Organize files and support equipment tracking and maintenance
Occasionally assist with planning events or managing online purchases
Tools and Software
WebPT (EMR)
MBO (Mindbody Online – fitness scheduling/payment system)
QuickBooks
Microsoft 365
Requirements
Previous experience as a Medical Virtual Assistant, Medical Receptionist, or similar role
Strong communication skills and a professional, empathetic demeanor
Comfortable using EMRs and other administrative software
Knowledge of insurance verification and Medicare patient guidelines (preferred)
Highly organized with attention to detail and ability to multitask
Reliable internet connection and backup power source
Ability to work independently while staying aligned with an in-clinic team
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.
Apply Now