Virtual Rockstar

Role Description This is a remote position. Virtual Rockstar is hiring a full-time Front Desk & Patient Communication Virtual Assistant on behalf of a growing cash-based mobile physical therapy clinic. This role is primarily a sales and communication role — the front desk position here is much more than answering "do you take insurance?" Since the clinic is cash-based and fully mobile, the VA will need to handle nuanced, consultative intake calls that explore each caller's situation and clearly communicate the value of care. As a secondary function, this VA will also support marketing coordination, billing (superbills), and administrative tasks to help the founder focus on growing the clinic. This is an excellent opportunity for someone with genuine sales or consultative phone experience who is warm, detail-oriented, and excited to become a true long-term member of a small, mission-driven PT team. Key Responsibilities - Phone, Sales & Patient Communication — Primary Focus - Answer inbound calls and handle patient intake inquiries via RingCentral — this is a consultative, sales-style conversation, not a simple insurance Q&A - Return calls from the previous day and follow up on inquiries up to 3x as needed - Communicate with the clinical team regarding scheduling requests outside normal availability - Record call notes and referral information in patients' charts within Jane EMR - Respond to patient administrative questions via email - Handle appointment rescheduling and maintain the appointment waitlist - Manage referrals from other healthcare providers and send personalized patient communications - Billing & Administrative Support - Collect payment and create/send superbills from the previous day's visits (Jane) - Check upcoming initial evaluations to confirm intake forms are completed and credit cards are on file - Collect payment for late cancellations - Calculate and log visit counts and ICD-10 body part data for discharged patients - Send weekly unscheduled patient reports to each provider - Help track KPIs and maintain organized spreadsheets and CRM data - Marketing & Community Outreach - Help organize and track marketing events - Support social media content organization and posting on Meta - Assist with monthly newsletter creation in Engage - Communicate with the digital team lead regarding patient discharges to trigger CRM follow-up sequences - Follow up on non-converted leads and check in on dead referrals older than 30 days - Send monthly lists of discharged patients and new patient birthdays to the website team - Support patient retention efforts including NPS tracking and Google review requests - Fax medical records and paperwork to physicians as needed Qualifications - Proven sales or consultative phone experience — must be comfortable guiding callers through nuanced conversations, not just answering basic questions - Excellent written and verbal English communication skills with minimal accent - Highly detail-oriented and organized, able to manage multiple recurring daily, weekly, and monthly tasks - Warm, proactive, and takes initiative without needing constant direction - Comfortable with billing-adjacent tasks such as creating superbills and collecting payments - Experience with EMR systems; familiarity with Jane EMR is a plus - Comfortable supporting light marketing and social media coordination tasks - Reliable and looking for a long-term role — this client is hoping to build a lasting team relationship Requirements - Minimal accent — clear, easily understood English is essential given the sales nature of this role - Genuine sales experience — comfortable handling consultative, persuasive conversations with prospective patients - Detail-oriented — must reliably stay on top of daily, weekly, and monthly recurring tasks 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 Billing Virtual Assistant on behalf of our client — a rapidly growing home-based healthcare organization headquartered in Arkansas. This role is primarily a billing role. The ideal candidate will have genuine, hands-on experience with Athena EMR and full-cycle medical billing — claims submission, follow-up, and prior authorization — and must be able to demonstrate this experience clearly, as previous candidates have claimed Athena expertise they did not actually have. This is a billing-first role requiring someone who can come in and execute from day one. This is an excellent opportunity for an experienced medical biller who genuinely knows Athena EMR inside and out and wants to make a real impact supporting a mission-driven home healthcare organization. Key Responsibilities - Medical Billing — Primary Focus - Own the full billing cycle within Athena EMR, including claim submission, follow-up, and resolution - Submit and track prior authorizations through to approval - Follow up on unpaid and outstanding claims in a timely manner - Review, appeal, and resolve denied claims - Post payments and resolve billing discrepancies - Ensure compliance with coding and billing regulations - Generate billing reports as needed - EMR Documentation & Administrative Support - Accurately enter, review, and update billing and claims data within Athena EMR - Maintain organized records of all billing communication and claim status - Communicate with providers and staff via Microsoft Teams for updates and escalations Requirements - Strong, hands-on experience with Athena EMR — candidates must be able to clearly demonstrate this experience - Full-cycle medical billing experience, including claims submission, denial follow-up, and payment posting - Experience submitting and tracking prior authorizations - Strong written and verbal English communication skills - Excellent attention to detail and accuracy in documentation - Reliable technology setup with secure internet connection suitable for HIPAA-compliant work - Ability to work independently in a remote setting Non-Negotiables - Athena Experience — genuine, verifiable hands-on experience required - Full Cycle Billing Experience - Prior Authorization Submission 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 Executive Assistant & Compliance Coordinator - Virtual Assistant on behalf of a growing pediatric therapy practice. This role is a blend of executive/administrative support and compliance coordination — managing recurring administrative, HR, and compliance tasks so that leadership can focus on high-level strategy and growth. The ideal candidate is extremely detail-oriented, tech-savvy, and a strong written communicator who can be trusted with sensitive HR, financial, and HIPAA-adjacent information. This is an excellent opportunity for a proactive self-starter who wants to be a true, reliable extension of a small but high-performing leadership team at a mission-driven pediatric healthcare practice. Key Responsibilities - Administrative & Executive Support - Track action items and follow-ups from leadership and staff meetings - Prepare meeting agendas and distribute notes - Maintain document organization and version control on SharePoint - Research topics and compile summary reports as assigned - Draft routine communications from templates - Manage email inbox triage and calendar scheduling for leadership (Phase 2) - Maintain and reformat the SOP and training library on SharePoint - HR & Payroll Administration - Verify productive hours against payroll tracking and flag discrepancies - Launch annual review forms in Paylocity on schedule - Prepare HR documents from templates and maintain organized digital filing - Set up new employees in Practice Pro per onboarding checklist - Monitor Paylocity workflows and run audits to ensure records stay accurate - Compile staff survey results for leadership review - Compliance & Credentialing Support - Run OIG exclusion checks on schedule and file documentation - Maintain a compliance calendar, sending reminders and tracking completion - Conduct quarterly IT system checks using established workflows - Manage CAQH profile maintenance and attestations for clinicians - Monitor licensure and credentialing renewal dates with a tracker and reminders - Run weekly missing documentation and charges reports and notify staff - Operations, Marketing & Patient Experience - Pull and format weekly reports in Excel for leadership review - Coordinate vendor calls and track equipment/facilities issues - Create Canva content for marketing and internal communications - Draft staff newsletters and submit website updates to the marketing team - Maintain patient nurture email sequences and compile satisfaction survey results - Track referral source data and developmental screening submissions Qualifications - Strong executive or administrative assistant background, ideally in healthcare or a similarly regulated industry - Extremely detail-oriented — comfortable double-checking work where errors carry real consequences - Excellent written English communication skills — will draft communications on the practice's behalf - Proactive and reliable — takes ownership without needing constant direction - Tech-savvy and comfortable learning new platforms quickly - Experience with Practice Pro, Paylocity, Canva, or GoHighLevel is a strong advantage - Comfortable handling HIPAA-adjacent and sensitive HR/financial information with discretion - Available and responsive during Eastern Time business hours via Zoom and email Requirements - Extreme attention to detail — errors in payroll, credentialing, or compliance have real consequences - Strong written English communication — must represent the organization professionally - Proactive, reliable, and dedicated — a true self-starter who follows through without prompting 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 Bilingual (Spanish/English) Medical Virtual Assistant on behalf of a growing multi-location therapy practice in Texas. This role is primarily focused on insurance verifications, authorizations, and front desk support — taking key administrative responsibilities off the in-person team so they can focus on delivering exceptional patient care. The ideal candidate is a driven, trustworthy self-starter who is fluent in both Spanish and English and comes in ready to hit the ground running. This is an excellent opportunity for someone who thrives in a fast-paced, family-like environment and genuinely wants to be a valued member of a growing, patient-centered team. Key Responsibilities - Insurance Verification & Authorizations — Primary Focus - Verify patient insurance coverage and check eligibility - Obtain pre-authorizations for procedures and track authorization status - Follow up with physicians regarding authorization signatures — proactively checking in to confirm receipt and avoid delays - Liaise with insurance providers to clarify coverage details - Update patient files with accurate insurance information - Explain insurance benefits to patients clearly and professionally - Track status of pending insurance claims - Assist patients with insurance-related questions and inquiries - Front Desk & Patient Support - Answer inbound calls and assist patients virtually in both English and Spanish - Confirm patient appointments and manage appointment calendar - Handle patient inquiries via phone and email - Handle appointment rescheduling requests - Follow up with patients post-session - Coordinate telehealth appointments - Manage referrals from other healthcare providers - Send personalized patient communications and appointment reminders - Respond to patient FAQs - Maintain a waitlist for appointments - Maintain electronic medical records and ensure patient privacy and confidentiality at all times - Administrative Support - Manage provider schedules and coordinate patient appointments - Generate and send invoices - Prepare documents and manage email correspondence via Microsoft Teams and Outlook - Data entry and generate basic reports - Contact patients for feedback - Transcribe patient interactions as needed - Provide emergency contact details when required Qualifications - Fluent in both Spanish and English — this is a hard requirement for this role - Proven experience in insurance verification and prior authorization in a healthcare setting - Comfortable following up with physicians, insurance companies, and patients via phone and email - Strong front desk and patient communication skills — professional, warm, and clear in both languages - Self-directed and driven — able to manage task lists and work independently without micromanagement - Detail-oriented and trustworthy — handles sensitive patient information with discretion - Experience with any EMR system; ability to adapt quickly to a proprietary platform - Proficient in Microsoft 365 and Microsoft Teams Requirements - Fluent in Spanish and English — candidates without bilingual fluency will not be considered - Driven and proactive — takes initiative and gets things done without being prompted - Trustworthy and reliable — handles patient data and sensitive communications with integrity 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 & Billing Support on behalf of a growing multi-location physical therapy practice. This role is focused on: - Insurance verifications - Authorizations - Patient communication - Billing support This is an excellent opportunity for a detail-oriented healthcare professional who takes pride in accuracy, owns their work end-to-end, and wants to make a meaningful impact supporting a growing physical therapy practice. Key Responsibilities - Insurance Verification & Authorizations — Primary Focus - Verify patient insurance coverage and benefits prior to appointments - Obtain pre-authorizations for procedures and track authorization status - Liaise with insurance providers to clarify coverage details - Update patient files with accurate insurance information - Explain insurance benefits to patients clearly and professionally - Assist patients with insurance-related questions and inquiries - Track status of pending insurance claims and follow up as needed - Accounts Receivable & Billing Support - Follow up on unpaid claims and outstanding AR - Post payments to patient accounts - Resolve billing discrepancies - Review and appeal denied claims - Ensure compliance with coding and billing regulations - Patient & Administrative Support - Handle patient inquiries via phone and email - Confirm patient appointments and coordinate with medical staff on daily schedules - Maintain accurate patient records within Athelas - Ensure patient privacy and confidentiality at all times Requirements - Proven experience in insurance verification, authorizations, and AR follow-up in a healthcare setting - Solid understanding of insurance billing processes and payer communication - Experience with Athelas or similar EHR/billing platforms is a plus - Detail-oriented and accurate — errors in verification or authorization have direct patient impact - Proactive communicator who follows up without being asked - Excellent written and verbal English communication skills - Comfortable working independently in a remote, structured environment - Proficient in Microsoft Outlook and Teams - Must be available to work 10:00 AM – 7:00 PM PST Non-Negotiables - Accuracy and compliance — attention to detail is non-negotiable in this role - Timely follow-up and communication — must stay on top of outstanding items proactively - Accountability and ownership — takes responsibility for their work end-to-end 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 Executive Assistant & Social Media Virtual Assistant on behalf of a growing outpatient physical therapy practice. This role is primarily an executive assistant role — taking ownership of recurring administrative tasks, reporting, HR support, and staff accountability functions that are currently consuming leadership's time. As a secondary function, this VA will manage the practice's social media presence, create content, and support website management to help grow the brand online. This is an excellent opportunity for a highly organized, proactive VA who thrives on owning tasks end-to-end and wants to make a real impact helping a mission-driven healthcare practice run more efficiently while also growing its visibility. Qualifications - Proven executive assistant or administrative background with experience supporting business owners or leadership teams - Highly organized, detail-oriented, and able to manage multiple priorities and deadlines independently - Experience with data entry, KPI reporting, and Google Sheets/Excel - Comfortable with basic HR and recruitment support tasks including job posting, applicant screening, and onboarding - Experience in social media management and content creation is required - Proficient in Canva or similar design platforms - Excellent written and verbal English communication skills - Proactive, resourceful, and able to bring ideas and suggestions to leadership without being prompted Requirements - Task-oriented and highly organized — must be able to own tasks end-to-end - Punctual with deadlines and comfortable holding others accountable - Proactive communicator who surfaces issues and solutions, not just problems - Experienced in both executive/administrative support and social media content creation - Excellent English communication skills, written and verbal 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 Billing Virtual Assistant on behalf of a growing sports physical therapy practice. This is primarily a billing role. The ideal candidate will own the full billing cycle — claims management, denial follow-up, payment posting, and secondary/out-of-network insurance management — and must come in ready to run, not learn from scratch. As a secondary function, this VA will serve as front desk backup when the clinic's admin is unavailable, covering phones, scheduling, and general admin tasks. This is an excellent opportunity for a seasoned medical biller who thrives in a fast-paced environment and wants to make a real impact supporting athletes and active individuals. Key Responsibilities - Medical Billing & Claims Management — Primary Focus - Own the full billing cycle through Prompt, including claim submission, payment posting, and AR management. - Manage claims for a high-volume practice averaging 150–200 visits per week, with 60–70% insurance-based. - Follow up on unpaid and outstanding claims in a timely manner. - Review, appeal, and resolve denied claims. - Manage secondary insurance claims with a strong emphasis on out-of-network and college athlete payer scenarios. - Manually track and follow up on secondary insurer claims through Prompt. - Resolve billing discrepancies and ensure accuracy across all patient accounts. - Post payments to patient accounts. - Generate billing reports for management. - Ensure compliance with coding and billing regulations. - Support insurance verification, benefits checks, and pre-authorization processes. - Track referrals and plans of care. - Front Desk & Administrative Backup — Secondary Function - Serve as backup phone coverage via Quo VoIP when the primary front office admin is unavailable. - Confirm patient appointments and manage rescheduling requests. - Handle patient inquiries via phone, text, and email. - Manage appointment calendars and coordinate schedules as needed. - Maintain accurate electronic medical records within Prompt. - Perform data entry, generate basic reports, and manage email correspondence. - Send appointment reminders, invoices, and patient follow-up communications. - Support general administrative workflows and process improvement initiatives as directed. Qualifications - Proven, hands-on experience in full-cycle medical billing — this is not an entry-level role. - Strong working knowledge of primary and secondary insurance processing, including out-of-network claims. - Experience with Prompt EMR/billing platform is highly preferred; PT or outpatient rehab billing background is a plus. - Ability to self-direct and operate independently from day one — training resources will be provided but the VA must come in ready to run. - Excellent written and verbal English communication skills. - Strong attention to detail, reliability, and ability to manage multiple priorities in a fast-paced environment. - Comfortable communicating with patients, providers, and insurance representatives. - Proficient in Google Workspace and Microsoft Office. Requirements - Proven medical billing experience — candidates without this will not be considered. - Exceptional English communication skills, both written and verbal. - Reliable, accountable, and highly detail-oriented. - Able to operate independently and bring billing expertise to the role from day one. - Comfortable serving in both a billing-primary and patient-facing backup capacity. 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 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 Healthcare Sales Development Representative (Outbound 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 - Proven phone-sales closing experience - 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 (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.