[ref. c18495024] Medical Virtual Assistant

Interviewer: Felipe

We are committed to hiring individuals who not only meet our job requirements but also align with our core values and long-term vision.

Virtual Rockstar is looking for a full-time Medical Virtual Assistant to support our client’s growing mental health practice. This is a fully remote role designed for someone with experience in both scheduling and medical billing, who is compassionate, detail-oriented, and committed to supporting patients and staff with professionalism and care.

About the Client

Our client is a mission-driven mental health practice committed to removing barriers to care and ensuring every patient feels supported and heard. They understand how difficult and discouraging navigating the mental health system can be—and they’re working to change that through accessible, responsive, and organized support at every step of the patient journey.

Purpose: To make mental health care more accessible, responsive, and supportive for every individual seeking help.

Core Values:

• Compassionate, patient-first service
• Clarity and transparency in all processes
• Respect for privacy and confidentiality
• Supportive, team-based collaboration

Responsibilities

• Manage appointment calendars and confirm upcoming patient appointments
• Respond to patient inquiries via phone and email in a timely and empathetic manner
• Answer scheduling requests from intake forms (JotForms) and assign appointments appropriately
• Maintain patient records, ensure all necessary paperwork is complete, and confirm credit card details are on file
• Coordinate telehealth appointments and manage appointment rescheduling
• Maintain a waitlist for patients and ensure efficient calendar coordination

• Verify patient insurance coverage and update patient records with accurate details
• Obtain pre-authorizations for procedures when necessary
• Explain insurance benefits and coverage to patients
• Communicate with insurance providers to resolve issues and clarify claims

• Submit insurance claims accurately and follow up on unpaid or denied claims
• Post payments to patient accounts and collect outstanding balances
• Generate billing reports and assist with resolving billing discrepancies
• Ensure compliance with industry regulations and standards

• Prepare documents, manage email communications, and route messages as needed
• Support the scheduling and billing teams during employee PTO or heavy workloads
• Maintain documentation and tracking systems via Excel and the client’s internal tools

• Valant (EHR)
• Waystar (Clearinghouse)
• Outlook
• Excel
• Insurance portals and proprietary scheduling systems

• 2+ years of experience in a medical office, mental health practice, or similar environment
• Strong knowledge of scheduling systems and billing workflows
• Experience with insurance verification, claims submission, and payment posting
• Excellent communication and organizational skills
• Comfortable handling patient inquiries with empathy and professionalism
• Proficient in relevant software tools and comfortable learning new systems
• High level of discretion and respect for patient confidentiality (HIPAA familiarity preferred)
• Reliable remote work setup and availability to work 40 hours per week, Monday–Friday

• 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.