Medical Virtual Assistant (Patient Care & Scheduling Coordinator)

This is a remote position.Virtual Rockstar is seeking a full-timeMedical 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 ClientOur 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 experiencesOwnership and accountabilityContinuous learning and developmentTeamwork and collaborationDoing the right thing, even when it's difficultResponsibilitiesPatient Scheduling & CoordinationAnswer incoming patient phone callsSchedule new patient evaluations and follow-up appointmentsManage appointment confirmations, cancellations, and reschedulesCoordinate patient scheduling across multiple clinic locationsMaintain accurate patient records and appointment informationSend appointment reminders and follow-up communicationsCoordinate with front office teams and providers regarding scheduling needsPatient Outreach & ReactivationConduct patient recall and reactivation campaignsContact patients who have fallen off their treatment plans and encourage them to return to careFollow up with prospective patients who have not yet scheduled appointmentsPerform outbound outreach to strengthen patient retentionBuild rapport with patients through personalized and empathetic conversationsSupport patient satisfaction and continuity of care initiativesInsurance & Administrative SupportVerify patient insurance coverage and benefitsAssist with authorization follow-upUpdate patient records with insurance informationExplain insurance benefits to patients when appropriateRespond to patient inquiries via phone and emailManage voicemail callbacks and patient communicationsMaintain accurate documentation within the EMR and communication systemsPatient Experience SupportServe as an extension of the patient services teamHelp educate patients about available services and treatment optionsAssist patients in taking the next step toward scheduling careDeliver a high-touch, professional experience that reflects the practice's commitment to exceptional service.Software & ToolsWeaveA2C Clinic ControllerEMR and patient communication platformsRequirementsPrevious experience in medical scheduling, patient coordination, healthcare customer service, or medical administrationExcellent verbal and written English communication skillsStrong phone presence with the ability to build rapport quicklyExperience handling both inbound and outbound patient callsComfortable discussing insurance benefits and scheduling options with patientsStrong organizational and multitasking skillsAbility to think critically and adapt conversations based on patient needsHigh attention to detail and accuracyReliable internet connection and professional remote work environmentNon-NegotiablesExceptional English communication skills with a clear and professional speaking voiceAbility to personalize conversations and build meaningful relationships with patientsStrong critical-thinking skills and comfort navigating patient situations without relying solely on scriptsReliability, accountability, and consistent follow-throughCommitment to providing a premium patient experience with every interactionBenefitsCompetitive 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 GlobeOriginally posted on Himalayas