Patient Services & Scheduling Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Patient Services & Scheduling Virtual Assistant on behalf of a large, high-volume performance therapy practice.

This role is focused on managing inbound patient communication — primarily phone calls, texts, and chats — to help the existing customer service team handle volume more efficiently. The ideal candidate is a fast, confident communicator who can move through scheduling calls and patient intakes quickly and professionally, allowing the rest of the CSR team to focus on billing and schedule density management.

This is an excellent opportunity for someone who thrives in a fast-paced, high-volume environment and genuinely enjoys being the first point of contact for patients.

About Our Client

Our client is a mission-driven organization focused on optimizing human performance and improving quality of life. Their team is built on a foundation of:

Integrity — operating with professionalism, ethics, and accountability

Performance — supporting the whole person to achieve better outcomes

Community — delivering trusted, high-quality care within the communities they serve

Their culture is centered around high performance, teamwork, and shared purpose, where every team member contributes to meaningful patient outcomes.

Key Responsibilities

Patient Scheduling & Intake — Primary Focus

Answer inbound patient phone calls — practice averages 800–1,000 calls per week with AI currently handling approximately 30%

Handle scheduling requests and new patient intakes via phone, text, and chat

Confirm patient appointments and send appointment reminders

Manage appointment rescheduling requests promptly and accurately

Handle appointment rescheduling requests promptly and accurately

Manage and maintain the appointment waitlist

Coordinate with medical staff to support daily schedule management

Respond to patient FAQs via phone and chat

Explain insurance benefits to patients when applicable

Ensure patient privacy and confidentiality at all times

Patient & Administrative Support

Respond to patient inquiries via phone, text, and email

Manage appointment calendar and assist with schedule coordination

Answer calls and assist patients virtually through Weave

Send appointment reminders and follow-up communications

Maintain accurate patient information within Raintree EHR

Tools & Systems

Raintree (EHR)

Weave (Phone & Communications)

Google Chat

Requirements

Proven experience in a high-volume patient-facing or customer service role, preferably in a healthcare setting

Confident, clear, and efficient communicator — ability to move through calls quickly without sacrificing professionalism

Comfortable managing simultaneous communication channels: phone, text, and chat

Experience with scheduling and patient intake workflows

Familiarity with Raintree or similar EHR systems is a plus

Excellent spoken and written English communication skills

Reliable, punctual, and able to perform consistently in a fast-paced team environment

Non-Negotiables

Ability to handle calls quickly and efficiently — slow or inefficient call handling is a dealbreaker

Excellent verbal English communication skills

Reliable and consistent — this role directly impacts patient experience and team 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