Medical Virtual Assistant – (Scheduling & Outreach Support)

This is a remote position.

Job Description

Virtual Rockstar is an industry-leading company based in Arizona that helps businesses across multiple industries streamline operations by offloading administrative, creative, and technical tasks to skilled remote professionals.

We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower them to grow personally and professionally.

At Virtual Rockstar, we are committed to hiring team members who not only meet our clients’ needs but also align with our core values, integrity, and long-term vision of delivering excellence, innovation, and service that drives success for every business we support.

About Our Client

This pediatric therapy clinic is a family-centered, values-driven organization committed to providing high-quality services and supportive experiences for children and their caregivers. The team prioritizes compassion, professionalism, collaboration, and clear communication across all areas of care.

Due to continued growth, the clinic is seeking a Medical Virtual Assistant to support scheduling-related outreach and communication efforts. This role works closely with the clinic’s Patient Care Coordinators to help fill therapist schedules, assist families with rescheduling, and follow up on missed appointments.

While the role currently focuses heavily on text-message-based communication, there may also be opportunities to support outbound phone outreach after mastering the scheduling and messaging workflows.

This position requires strong organization, excellent follow-through, timely documentation, and a warm, professional communication style

Responsibilities

Phone & Text Outreach

Conduct outbound text outreach to families to help reschedule missed sessions and fill open appointment times

Return text messages and communication related specifically to scheduling efforts

Provide supportive, clear, and professional communication with families needing assistance adjusting appointments

Coordinate scheduling updates with Patient Care Coordinators as needed

Assist with outbound phone calls as needed after mastering text communication workflows

Scheduling & Caseload Support

Proactively fill therapist availability by contacting families regarding openings

Track schedule gaps and initiate outreach to maintain therapist caseload consistency

Follow scheduling Standard Operating Procedures (SOPs) carefully and consistently

Update clinic scheduling systems accurately and in real time

Work efficiently in a fast-paced environment while maintaining attention to detail and speed in outreach efforts

Documentation & Administrative Support

Document all communication and scheduling actions promptly within clinic systems

Maintain accurate records of outreach efforts and schedule changes

Ensure HIPAA compliance and maintain patient confidentiality at all times

Communicate consistently with the team throughout the day via text and phone as needed

Tools & Platforms Used

Office 365 – Teams, Outlook, Word, Excel

Clinic-specific EMR and scheduling software (training provided)

Phone and SMS communication platforms

Requirements

1–2 years of administrative, scheduling, customer service, or healthcare office experience

Strong written and verbal English communication skills

Experience with scheduling, text-based communication, or outreach coordination preferred

Ability to follow processes and Standard Operating Procedures consistently

Strong organization skills, attention to detail, and follow-through

Ability to multitask and thrive in a fast-paced environment

Familiarity with Office 365 required

Experience in pediatric therapy or medical settings is a plus

Ability to work Central Time business hours (9:00 AM – 5:00 PM CST or 8:30 AM – 4:30 PM CST)

Non-Negotiables

Strong attention to detail and ability to follow Standard Operating Procedures consistently

Ability to work efficiently in a fast-paced environment while maintaining quality and speed

Excellent written English communication skills with a warm and professional tone

Strong follow-through, organization, and timely documentation

Comfortable with daily communication via text and phone with both the team and families

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