Medical Virtual Assistant (Patient Care & Scheduling Coordinator)
This is a remote position.
Virtual Rockstar is seeking a full-time Medical Virtual Assistant (Patient Care & Scheduling Coordinator) to join our client’s growing outpatient physical therapy organization.
This role is ideal for someone who excels at building relationships, communicating with patients over the phone, and helping people take the next step in their recovery journey. You will serve as an extension of the patient services and sales team, assisting with patient scheduling, inbound and outbound calls, insurance support, appointment coordination, and patient reactivation efforts across multiple clinic locations.
The ideal candidate is empathetic, confident on the phone, highly organized, and capable of creating personalized conversations rather than relying solely on scripts.
About Our Client
Our client is a multi-location sports medicine and physical therapy organization serving patients throughout the Bay Area.
Their mission is to help people return to the activities they love through exceptional physical therapy and sports medicine services. From post-operative rehabilitation to helping active individuals perform at their best, they are committed to delivering an outstanding patient experience at every stage of care.
Their culture is built around:
Delivering exceptional patient experiences
Ownership and accountability
Continuous learning and development
Teamwork and collaboration
Doing the right thing, even when it's difficult
Responsibilities
Patient Scheduling & Coordination
Answer incoming patient phone calls
Schedule new patient evaluations and follow-up appointments
Manage appointment confirmations, cancellations, and reschedules
Coordinate patient scheduling across multiple clinic locations
Maintain accurate patient records and appointment information
Send appointment reminders and follow-up communications
Coordinate with front office teams and providers regarding scheduling needs
Patient Outreach & Reactivation
Conduct patient recall and reactivation campaigns
Contact patients who have fallen off their treatment plans and encourage them to return to care
Follow up with prospective patients who have not yet scheduled appointments
Perform outbound outreach to strengthen patient retention
Build rapport with patients through personalized and empathetic conversations
Support patient satisfaction and continuity of care initiatives
Insurance & Administrative Support
Verify patient insurance coverage and benefits
Assist with authorization follow-up
Update patient records with insurance information
Explain insurance benefits to patients when appropriate
Respond to patient inquiries via phone and email
Manage voicemail callbacks and patient communications
Maintain accurate documentation within the EMR and communication systems
Patient Experience Support
Serve as an extension of the patient services team
Help educate patients about available services and treatment options
Assist patients in taking the next step toward scheduling care
Deliver a high-touch, professional experience that reflects the practice's commitment to exceptional service.
Software & Tools
Weave
A2C Clinic Controller
EMR and patient communication platforms
Requirements
Previous experience in medical scheduling, patient coordination, healthcare customer service, or medical administration
Excellent verbal and written English communication skills
Strong phone presence with the ability to build rapport quickly
Experience handling both inbound and outbound patient calls
Comfortable discussing insurance benefits and scheduling options with patients
Strong organizational and multitasking skills
Ability to think critically and adapt conversations based on patient needs
High attention to detail and accuracy
Reliable internet connection and professional remote work environment
Non-Negotiables
Exceptional English communication skills with a clear and professional speaking voice
Ability to personalize conversations and build meaningful relationships with patients
Strong critical-thinking skills and comfort navigating patient situations without relying solely on scripts
Reliability, accountability, and consistent follow-through
Commitment to providing a premium patient experience with every interaction
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 across the Globe
Virtual Rockstar is seeking a full-time Medical Virtual Assistant (Patient Care & Scheduling Coordinator) to join our client’s growing outpatient physical therapy organization.
This role is ideal for someone who excels at building relationships, communicating with patients over the phone, and helping people take the next step in their recovery journey. You will serve as an extension of the patient services and sales team, assisting with patient scheduling, inbound and outbound calls, insurance support, appointment coordination, and patient reactivation efforts across multiple clinic locations.
The ideal candidate is empathetic, confident on the phone, highly organized, and capable of creating personalized conversations rather than relying solely on scripts.
About Our Client
Our client is a multi-location sports medicine and physical therapy organization serving patients throughout the Bay Area.
Their mission is to help people return to the activities they love through exceptional physical therapy and sports medicine services. From post-operative rehabilitation to helping active individuals perform at their best, they are committed to delivering an outstanding patient experience at every stage of care.
Their culture is built around:
Delivering exceptional patient experiences
Ownership and accountability
Continuous learning and development
Teamwork and collaboration
Doing the right thing, even when it's difficult
Responsibilities
Patient Scheduling & Coordination
Answer incoming patient phone calls
Schedule new patient evaluations and follow-up appointments
Manage appointment confirmations, cancellations, and reschedules
Coordinate patient scheduling across multiple clinic locations
Maintain accurate patient records and appointment information
Send appointment reminders and follow-up communications
Coordinate with front office teams and providers regarding scheduling needs
Patient Outreach & Reactivation
Conduct patient recall and reactivation campaigns
Contact patients who have fallen off their treatment plans and encourage them to return to care
Follow up with prospective patients who have not yet scheduled appointments
Perform outbound outreach to strengthen patient retention
Build rapport with patients through personalized and empathetic conversations
Support patient satisfaction and continuity of care initiatives
Insurance & Administrative Support
Verify patient insurance coverage and benefits
Assist with authorization follow-up
Update patient records with insurance information
Explain insurance benefits to patients when appropriate
Respond to patient inquiries via phone and email
Manage voicemail callbacks and patient communications
Maintain accurate documentation within the EMR and communication systems
Patient Experience Support
Serve as an extension of the patient services team
Help educate patients about available services and treatment options
Assist patients in taking the next step toward scheduling care
Deliver a high-touch, professional experience that reflects the practice's commitment to exceptional service.
Software & Tools
Weave
A2C Clinic Controller
EMR and patient communication platforms
Requirements
Previous experience in medical scheduling, patient coordination, healthcare customer service, or medical administration
Excellent verbal and written English communication skills
Strong phone presence with the ability to build rapport quickly
Experience handling both inbound and outbound patient calls
Comfortable discussing insurance benefits and scheduling options with patients
Strong organizational and multitasking skills
Ability to think critically and adapt conversations based on patient needs
High attention to detail and accuracy
Reliable internet connection and professional remote work environment
Non-Negotiables
Exceptional English communication skills with a clear and professional speaking voice
Ability to personalize conversations and build meaningful relationships with patients
Strong critical-thinking skills and comfort navigating patient situations without relying solely on scripts
Reliability, accountability, and consistent follow-through
Commitment to providing a premium patient experience with every interaction
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 across the Globe