Virtual Rockstar

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Patient Success & Operations Virtual Assistant (w/ Website & Marketing Support) on behalf of a growing pediatric therapy practice. This role will support client communication, scheduling, intake coordination, operational administration, and website management. You'll help ensure families receive a seamless experience while supporting the team with scheduling, CRM management, SOP updates, website updates, and marketing-related projects. The ideal candidate is highly organized, proactive, tech-savvy, and comfortable managing multiple priorities while communicating professionally with families and team members. Key Responsibilities - Patient Communication & Scheduling - Manage intake requests and scheduling - Coordinate intake calls and follow-ups - Handle scheduling changes and client communication - Support client nurture campaigns and reminders - Operations & Administration - Update SOPs, trackers, and clinician schedules - Organize Google Drive and internal systems - Maintain service tracking and operational reports - Support workflow and process improvements - Website & Marketing Support - Update website content and resources - Support SEO initiatives - Manage newsletters and email campaigns - Coordinate with the social media contractor when needed Tools & Systems - SimplePractice - Google Workspace (Docs, Sheets, Gmail, Calendar, Drive) - FluentCRM - Calendly - Claude AI - Website CMS platforms - SEO tools Qualifications - Experience in client support, operations, executive assistance, or project coordination - Excellent written and verbal English communication skills - Strong organizational and time-management skills - Experience with CRM systems and Google Workspace - Comfortable learning new systems and technology - Website management and basic SEO experience preferred Requirements - Bright, engaging, and professional communication style - Strong attention to detail and follow-through - Ability to work independently - Excellent client communication skills - Strong organizational abilities - Commitment to a full-time dedicated role 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Neurological Rehab Appointment Setter) on behalf of a growing neuro-focused outpatient rehabilitation clinic. This is a dedicated outbound appointment-setting role focused on building genuine relationships with prospective and past patients through thoughtful, empathetic phone conversations — not transactional cold-calling. The primary goal is to help patients with neurological conditions access care while supporting the clinic’s continued growth. This role is ideal for someone who is naturally relationship-driven, emotionally resilient, highly organized, and genuinely passionate about helping individuals with neurological conditions such as stroke, traumatic brain injury (TBI), multiple sclerosis (MS), and Parkinson’s disease. Key Responsibilities - Outbound Appointment Setting & Relationship Building - Make outbound calls to Facebook leads, Google leads, and past patients to schedule evaluations and appointments. - Conduct thoughtful, relationship-based phone conversations focused on building trust and rapport. - Follow up consistently with prospective and past patients without being overly transactional or aggressive. - Handle objections empathetically while maintaining professionalism and persistence. - Schedule qualified patient evaluations directly onto the clinic calendar. - Maintain detailed follow-up tasks and callback commitments within the CRM system. - CRM & Documentation Management - Maintain accurate call notes and CRM hygiene within Go High Level (GHL). - Track outreach efforts, follow-up schedules, and patient interactions carefully. - Submit detailed end-of-day reports using the provided reporting template. - Review call recordings and continuously improve communication and outreach performance. - Ensure all patient data and communications remain organized and confidential. - Team Collaboration & Workflow Support - Participate in weekly coaching and performance review meetings. - Attend team meetings with video on at all times. - Communicate consistently with the clinic owner and team through Slack and Loom. - Demonstrate initiative, accountability, and willingness to improve through feedback and coaching. Qualifications - Experience in appointment setting, patient coordination, outbound calling, or relationship-based sales. - Strong English communication skills with a warm, empathetic, and confident phone presence. - Highly organized with strong CRM discipline and attention to detail. - Ability to work independently and follow through consistently on callback commitments. - Comfortable handling rejection and maintaining positive energy throughout the day. - Experience using CRM systems such as Go High Level or similar platforms strongly preferred. - Healthcare, physical therapy, or neurological rehabilitation experience is a plus. Requirements - Comfortable using time-tracking software and maintaining accurate daily work logs as part of the team workflow. - Reliable internet setup with a professional camera and quality headset for team meetings and coaching sessions. - Genuine interest in neurological rehabilitation and supporting patients with conditions such as stroke, TBI, MS, or Parkinson’s disease. - Strong relationship-building approach focused on empathy, trust, and meaningful conversations rather than aggressive sales tactics. 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Insurance Verification & Authorization Specialist) on behalf of a growing multi-location outpatient physical therapy practice in the Baltimore area. This role is focused primarily on insurance verification, benefits review, and prior authorizations to help ensure patients are properly cleared prior to treatment and billing processes run smoothly. You will work closely with the internal team and insurance providers to maintain accurate patient insurance information and support a seamless patient experience. This is an ideal role for someone who is highly detail-oriented, organized, proactive, and experienced in handling insurance workflows in a healthcare setting. Key Responsibilities - Insurance Verification & Benefits Review - Verify patient insurance coverage and benefits prior to appointments - Review eligibility, copays, deductibles, coinsurance, and coverage limitations - Update patient files with accurate and current insurance information - Ensure insurance information is entered correctly into the system - Prior Authorizations - Obtain pre-authorizations for medical procedures and therapy services as required - Track authorization status and follow up on pending requests - Maintain organized records of approved, pending, and expired authorizations - Communicate with insurance providers to resolve authorization issues or discrepancies - Insurance Coordination & Documentation - Liaise with insurance companies to clarify coverage details and resolve issues - Assist with insurance-related inquiries when needed - Maintain accurate documentation and ensure compliance with billing and coding requirements - Generate basic insurance and authorization reports for management review - Ensure confidentiality and HIPAA compliance at all times - Tools & Systems - Insurance portals and payer systems - PROMPT EMR system - Microsoft Office / Google Workspace - Communication platforms for phone and email support Qualifications - Experience in insurance verification and prior authorizations within a healthcare setting - Strong understanding of insurance benefits, eligibility, and payer requirements - Experience communicating with insurance providers via phone and portals - Excellent written and verbal English communication skills - Strong attention to detail and organizational skills - Ability to multitask and manage high-volume insurance workflows efficiently - Experience in outpatient healthcare or physical therapy settings is a plus 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Provider Credentialing Specialist to join our internal team as we launch and scale a new credentialing and provider enrollment division focused on supporting PT, OT, and SLP practices nationwide. This is more than a traditional credentialing role. We are looking for someone with strong experience in provider credentialing, payer enrollment, and re-credentialing who is excited about helping build scalable systems and operational workflows from the ground up. This role has strong long-term growth potential and may evolve into a leadership position overseeing credentialing operations, workflows, training, and credentialing support teams as the division expands. This initiative will also involve AI-enhanced credentialing software and operational systems designed specifically for healthcare practices. This role is designed for someone who wants long-term upward mobility and the opportunity to become a foundational leader within Virtual Rockstar’s growing credentialing division. Over time, this individual may transition into overseeing: - Credentialing operations and workflows - Credentialing VAs and support teams - Training and quality assurance processes - Credentialing systems implementation and optimization We are looking for someone who wants to help build and shape this division for the long term. Qualifications - Strong experience with provider credentialing and payer enrollment - Experience credentialing: - Physical Therapists (PTs) - Occupational Therapists (OTs) - Speech-Language Pathologists (SLPs) - Experience with: - CAQH - NPI enrollment - Medicaid and commercial payer enrollment - Revalidations and re-credentialing workflows - Multi-state credentialing processes - Experience supporting therapy or rehabilitation practices strongly preferred Requirements - Strong experience with provider credentialing and payer enrollment - Experience credentialing: - Physical Therapists (PTs) - Occupational Therapists (OTs) - Speech-Language Pathologists (SLPs) - Experience with: - CAQH - NPI enrollment - Medicaid and commercial payer enrollment - Revalidations and re-credentialing workflows - Multi-state credentialing processes - Experience supporting therapy or rehabilitation practices strongly preferred 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Billing & Insurance Specialist) on behalf of a growing mental health practice. This role is primarily focused on medical billing, insurance claims processing, and accounts receivable follow-ups, supporting the practice’s financial operations and ensuring accurate and timely reimbursement for services. This is ideal for someone who is highly detail-oriented, organized, and experienced in medical billing workflows, with the ability to manage multiple tasks while maintaining compliance with HIPAA and payer requirements. Key Responsibilities - Billing & Claims Processing (Primary Focus) - Prepare and submit insurance claims for mental health services - Ensure accurate use of CPT codes, ICD-10 diagnoses, and modifiers - Review clinical documentation for billing accuracy and completeness - Monitor claim submissions and resolve clearinghouse rejections - Follow up on unpaid, underpaid, or denied claims - Communicate with insurance companies to resolve claim issues - Assist with appeals and resubmissions - Maintain accounts receivable and aging reports - Insurance Verification & Client Information - Verify insurance eligibility and benefits prior to services - Maintain accurate and up-to-date client insurance information - Identify coverage issues and communicate with the team - Payment Posting & Reconciliation - Post insurance and client payments accurately - Reconcile EOBs and ERAs with submitted claims - Identify and report discrepancies for resolution - Client Billing Support - Collect copays and outstanding balances - Communicate with clients regarding billing questions - Assist in generating and sending patient statements - Tools & Systems - Therapy Appointment (EMR) - Google Workspace (must be proficient) - Billing systems / clearinghouses Qualifications - Experience in medical or mental health billing - Strong understanding of insurance processes, claims, and billing workflows - Familiarity with CPT codes, ICD-10, and basic billing practices - Strong attention to detail and organizational skills - Excellent written and verbal English communication skills - Ability to manage multiple tasks and meet deadlines - Ability to work independently in a remote environment Requirements - Experience in medical billing - Proficiency in Google Workspace - Strong communication skills Technical Requirements - Dual monitor setup preferred - Reliable high-speed internet with backup - Backup power supply - HIPAA-compliant workspace 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Account Services Virtual Assistant (Insurance & Client Support) on behalf of a growing employee benefits consulting firm. This role focuses on benefits administration, data entry, and client support, working closely with Account Managers to ensure accurate enrollments, timely processing of client requests, and smooth day-to-day operations. This is ideal for someone who is highly organized, detail-oriented, and proactive, with strong communication skills and the ability to manage multiple tasks independently in a fast-paced, process-driven environment. Key Responsibilities - Benefits Administration & Data Management - Perform accurate data entry on carrier websites for enrollments, terminations, and address changes. - Build and manage enrollments in Employee Navigator, including open enrollment materials (with and without Account Manager support). - Review client insurance invoices and ensure accuracy against Employee Navigator records. - Process, review, and submit new business and amendment paperwork to insurance carriers. - Client Support & Account Coordination - Respond to service tickets via HubSpot to support client needs. - Communicate with clients via email, phone, and Zoom (with or without the Account Manager). - Collaborate with teammates to gather data, quotes, and recommendations. - Support Account Managers with client service and enrollment-related needs. - Administrative & Operational Support - Track tasks and ensure completion using systems like HubSpot or Asana. - Prepare documents and manage email correspondence. - Take ownership of assigned tasks and ensure timely follow-through. - Handle projects that require independent judgment and organization. - Ensure compliance with company policies, including HIPAA and HITECH requirements. Requirements - Experience in insurance, benefits administration, or administrative support roles. - Strong proficiency in Google Suite and/or Microsoft Office. - Excellent attention to detail and organizational skills. - Strong written and verbal English communication skills. - Ability to manage multiple tasks and meet deadlines. - Comfortable learning and navigating multiple systems. - Ability to work independently with minimal supervision. - Availability to work Monday to Friday, 8:00 AM – 5:00 PM Central Time. Non-Negotiables - Strong proficiency in Microsoft/Google Suite and Adobe Pro. - High level of accountability, follow-through, and ability to work independently. - Strong attention to detail and organizational skills. - Ability to quickly learn new systems and technologies. 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.

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Insurance Verification & Patient Coordination Specialist) on behalf of a growing physical therapy practice. This role is a blend of insurance verification, patient intake, and front-office support, with a strong focus on managing referrals, ensuring patients are scheduled, and verifying insurance coverage accurately. You will play a key role in helping the clinic handle high patient volume and streamline administrative workflows. This is ideal for someone who is detail-oriented, proactive, and comfortable handling both phone-based tasks and back-office processes in a fast-paced healthcare environment. Key Responsibilities - Insurance Verification & Authorization - Verify insurance eligibility and benefits for new and existing patients - Obtain prior authorizations and ensure all requirements are met prior to appointments - Communicate with insurance providers to clarify coverage and resolve issues - Track and follow up on pending verifications and authorizations - Explain insurance benefits and coverage details to patients as needed - Patient Scheduling & Communication - Manage appointment scheduling and confirmations - Follow up with patients who have missed appointments - Respond to patient inquiries via phone and email - Maintain a professional, friendly, and patient-centered communication style - Administrative & Back-Office Support - Process and maintain accurate patient records - Check charges against documentation for accuracy - Follow up on missing signed plans of care - Assist with data entry, reporting, and general administrative tasks - Collaborate closely with the Office Manager and team throughout the day - Tools & Systems - TheraOffice (EMR & Billing) - Microsoft Office (Excel, Word, PowerPoint) - PDF tools (Foxit Phantom PDF) - Phone systems (VoIP capable) Qualifications - Experience in medical insurance verification and authorizations - Strong phone communication skills and confidence handling patient calls - Experience in patient scheduling, intake, or referral coordination - Excellent attention to detail and accuracy - Strong organizational and multitasking skills - Experience in physical therapy or outpatient healthcare settings is preferred - Spanish-speaking ability is a plus (large Spanish-speaking patient population) Requirements - Must be available during clinic hours (Monday–Friday, 8:00 AM – 5:00 PM MST) - Strong English communication skills (written and verbal) - Must have a dedicated, private workspace compliant with HIPAA requirements 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.

This is a remote position. Virtual Rockstar is hiring a full-time Medical Virtual Assistant (Insurance Verification & Authorization Specialist) on behalf of a growing multi-location physical therapy practice. This role is primarily focused on insurance verification and authorization, supporting a high-volume clinic environment with accurate and timely processing of patient insurance information. You will play a critical role in ensuring patients are properly verified and authorized prior to their appointments, helping the clinic operate efficiently and avoid billing delays. This is an ideal role for someone experienced in handling high-volume insurance workflows, who is detail-oriented, proactive, and comfortable working independently in a fast-paced healthcare setting. About the Practice Our client operates multiple clinics with a large and growing team of providers, delivering high-quality physical therapy services to a diverse patient population. With a high volume of patient evaluations each week, the team is focused on improving operational efficiency—particularly in insurance workflows—as they transition into a new EMR system. They value accuracy, adaptability, and team collaboration, and are looking for someone who can support their administrative processes and help streamline insurance operations. Key Responsibilities - Insurance Verification & Authorization (Primary Focus) - Verify patient insurance eligibility and benefits prior to appointments - Obtain and manage prior authorizations, including phone-based verifications - Handle a variety of insurance types including Medicare, commercial plans, workers’ compensation, and auto claims - Ensure all insurance information is accurate and updated in the EMR - Track and follow up on pending verifications and authorizations - Communicate with insurance providers to resolve discrepancies and clarify coverage Administrative & Back-Office Support (Secondary) - Process incoming faxes and upload documents into the EMR system - Maintain accurate and organized patient records - Assist with general administrative and data entry tasks - Support workflow improvements during EMR transition Tools & Systems - PROMPT EMR - Weave (VoIP phone system) - SR Fax (integrated with EMR) - Slack / WhatsApp (backup communication) - Zoom (training and onboarding) Requirements - 2+ years of experience in medical insurance verification and authorization - Strong understanding of Medicare, commercial insurance, workers’ compensation, and auto claims - Experience handling high-volume, repetitive administrative workflows - Excellent attention to detail and accuracy - Strong verbal and written English communication skills - Comfortable making phone calls to insurance providers - Ability to work independently and manage tasks efficiently - Adaptable and able to learn new systems quickly - Experience with PROMPT EMR is a plus Non-Negotiables - Strong experience in medical insurance processes - High attention to detail and accuracy - Ability to handle high-volume workloads - Strong communication skills - Self-starter with a proactive mindset 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.

This is a remote position. Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a growing pediatric practice to support scheduling, patient communication, insurance verification, and billing-related tasks. This role is ideal for someone who is reliable, proactive, and confident handling both front-office and back-office responsibilities. About the Practice This pediatric practice is dedicated to delivering high-quality care while maintaining a supportive and collaborative environment for both families and staff. The team values respectful and kind communication, clarity, integrity, and transparency in all interactions. With a growing team of providers, the practice focuses on improving operational efficiency, enhancing patient experience, and ensuring seamless coordination across scheduling, billing, and clinical support functions. Key Responsibilities - Patient Scheduling & Coordination - Manage appointment calendars for treatments and evaluations - Ensure schedules are optimized and appointment slots are filled - Confirm appointments and handle rescheduling requests - Maintain waitlists and coordinate scheduling across providers - Support telehealth scheduling and coordination Patient Communication & Support - Respond to patient, parent, and referral inquiries via phone, email, and messaging - Answer questions about processes, policies, and services - Follow up with patients post-visit and provide updates as needed - Ensure clear, professional, and timely communication Insurance Verification & Billing Support - Verify patient insurance eligibility and benefits - Obtain pre-authorizations when required - Submit clean claims and follow up on rejected or unpaid claims - Communicate with insurance providers to clarify coverage or resolve issues - Assist patients with insurance-related inquiries Intake & Documentation - Manage patient intake and create/update patient profiles - Maintain accurate and organized patient records in EMR - Ensure all documentation is complete and up to date - Support collection follow-ups for patients without payment details on file Administrative & Operational Support - Answer inbound calls and assist patients virtually - Coordinate with therapists and internal team members - Manage emails, forms, and internal communication tools (Microsoft 365) - Track and support referral communication and follow-ups - Assist in improving workflows and reducing operational bottlenecks Tools You’ll Use - Ocean Friends (EMR) - Microsoft 365 (Outlook, Teams, OneDrive, Planner, Forms) - Excel and Word Requirements - 2+ years of experience in a medical virtual assistant, front desk, or healthcare administrative role - Strong experience in patient scheduling, insurance verification, and claims follow-up - Excellent written and verbal English communication skills - Highly organized with strong attention to detail - Ability to manage multiple tasks and prioritize effectively - Comfortable handling phone calls, emails, and patient-facing communication - Reliable, proactive, and able to work independently 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.

This is a remote position. Virtual Rockstar is hiring a WelcomeWare Clinic Administrator on behalf of a physical therapy practice in Pennsylvania. The WelcomeWare Clinic Administrator will serve as the virtual front desk presence for the clinic. Operating through the WelcomeWare kiosk system, this role requires someone comfortable on camera, personable, and organized. You will be responsible for patient-facing and administrative duties, ensuring smooth daily operations and excellent patient experiences. About Our Client: The clinic’s mission is to redefine the patient–therapist relationship by creating a collaborative approach to care. They prioritize clinical excellence, compassionate service, and continuous growth, ensuring patients feel supported at every stage of recovery. The team values warmth, professionalism, and efficiency and is seeking someone who can embody those traits while representing the clinic virtually as the first point of contact for patients. Responsibilities - Greet patients virtually via the WelcomeWare kiosk. - Confirm patient appointments and manage the scheduling calendar. - Answer phones and respond to patient inquiries (phone/email). - Support patient check-in and verify patient records. - Discuss financial responsibilities with patients as needed. - Upload and update patient files in the EMR system. - Obtain and enter pre-authorizations for therapy services. - Maintain confidentiality and ensure HIPAA compliance at all times. - Coordinate with therapists and staff to manage daily schedules. - Provide general administrative support to clinic operations. Requirements - Previous experience in front desk, clinic administration, or patient services (healthcare experience strongly preferred). - Comfortable being on camera and engaging with patients virtually. - Warm, personable, and professional communication style. - Strong organizational and multitasking skills. - Experience with EMR systems (clinic uses WebPT) and tools such as Egnyte and Athelas. - Reliable, efficient, and detail-oriented in handling daily responsibilities. - Must be available to work Eastern Standard Time clinic hours. Technical Requirements (WelcomeWare Workstation) - Processor: 11th Gen Intel i5 (2.4GHz or better; Windows PC recommended). - Memory: 8GB RAM or more. - Connectivity: Wi-Fi 6 or Ethernet port; minimum 25 Mbps stable internet connection. - Peripherals: 720p or better webcam, microphone, speakers, keyboard, mouse, monitor. - Software: Latest version of Google Chrome. - Optional (Preferred): Wireless headset, second monitor. 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.