Front Desk & Patient Communication Virtual Assistant at Virtual Rockstar

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Full Time

Start Date

Immediate

Expiry Date

28 Sep, 26

Salary

7.5

Posted On

30 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Consultative Sales, Patient Communication, Medical Billing, Patient Intake, Administrative Support, Social Media Coordination, EMR Management, Customer Relationship Management, English Communication, Scheduling, Marketing Coordination, Detail Orientation

Industry

Administrative and Support Services

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. About Our Client Our client is Active Health Solutions (AHS), a mobile, cash-based physical therapy clinic with 6 providers, completely virtual with no brick-and-mortar location. Their mission is to provide the highest quality care to patients while helping them understand the "what" and the "why" behind what's going on with their bodies — all in the comfort of their own homes. Their culture is built on the values of: Education Excellence Empathy 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 Tools & Systems Jane EMR RingCentral (VoIP) Google Workspace Google Maps WhatConverts Engage (Practice Promotions Newsletter Software) Meta Requirements 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 Non-Negotiables 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

Responsibilities

The role focuses on handling consultative patient intake calls and sales-driven communication to convert leads for a mobile physical therapy clinic. Additionally, the VA provides administrative support including billing, scheduling, and light marketing coordination.