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