Medical Virtual Assistant (US Based Clinic - Permanent work from home)

This a Full Remote job, the offer is available from: Virginia (USA) This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Intake, Authorization & Scheduling Specialist) on behalf of a growing outpatient physical therapy practice. This role is responsible for managing front-end patient workflows, including insurance verification, prior authorizations, patient intake, scheduling, lead conversion, and administrative support. You will play a key role in ensuring smooth clinic operations, strong patient experience, and high conversion from inquiry to scheduled care. This is ideal for someone who thrives in a fast-paced, high-volume environment, is highly organized, and can confidently manage both patient-facing and insurance-related tasks. About the Practice Our client is a growing outpatient physical therapy practice committed to delivering high-quality, individualized care and strong clinical outcomes. The clinic treats patients with orthopedic, sports, neurologic, post-surgical, chronic pain, and personal injury conditions. The team takes pride in maintaining a professional, organized operation while building strong relationships with physicians, attorneys, and referral sources in the community. Their culture emphasizes accountability, strong systems, and exceptional patient experience.

Key Responsibilities

Insurance Verification & Authorizations

• Verify patient insurance eligibility using payer portals (e.g., Availity, UHC, Humana, etc.)
• Obtain prior authorizations for services and procedures
• Maintain accurate and updated insurance records in PROMPT
• Track and manage pending, approved, and expired authorizations
• Escalate coverage issues, denials, or discrepancies promptly

Patient Intake Coordination

• Complete full intake process prior to patient appointments
• Ensure all intake forms, demographics, and insurance details are accurate
• Communicate with patients via phone, text, and email
• Document all actions clearly in the EMR system

Appointment Setting & Lead Conversion

• Manage inbound leads from calls, texts, forms, and referrals
• Respond quickly and convert inquiries into scheduled appointments
• Conduct outbound follow-ups using structured follow-up processes
• Educate patients on services and guide them through scheduling
• Track all lead activity and outcomes

Scheduling & Appointment Confirmation

• Confirm appointments 24–48 hours in advance
• Ensure patients are prepared and intake is completed
• Assist with rescheduling and schedule optimization
• Fill open slots using waitlists and outreach strategies

Patient Reactivation & Follow-Up

• Reach out to inactive patients and encourage return visits
• Verify insurance prior to outreach
• Track reactivation performance and outcomes

Referral & Administrative Support

• Manage incoming referrals and upload documentation to EMR
• Follow up on missing or incomplete referral information
• Support data tracking, reporting, and workflow organization
• Assist with task management and documentation (e.g., Asana)

Billing Support & Financial Outreach

• Contact patients regarding outstanding balances
• Assist with payment coordination and follow-ups
• Coordinate with billing team on unresolved issues

Tools & Systems

• PromptEMR
• Weave (phone and messaging system)
• Asana
• Microsoft Teams
• Outlook
• GoHighLevel (GHL) for lead tracking and follow-up workflows

Requirements

• Experience in medical insurance verification and prior authorizations
• Experience in patient intake, scheduling, or front desk workflows
• Strong phone skills and confidence communicating with patients and insurance providers
• Excellent written and verbal English communication skills
• Strong attention to detail and ability to manage high-volume tasks
• Highly organized with strong multitasking and prioritization skills
• Comfortable using multiple systems and learning new tools quickly

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