Medical Virtual Assistant – Virtual Assistant

Virtual Rockstar is seeking a full-time Medical Virtual Assistant (MVA) to join our client’s physical therapy practice. The ideal candidate will play a crucial role in supporting daily operations, including managing insurance benefits, patient records, appointments, and communications. This position requires attention to detail, strong organizational skills, and the ability to work independently. Experience with HelloNote EMR, Go High Level CRM, and Google Workspace is a plus.

About our client:

Our client is a dedicated physical therapy practice that focuses on providing one-on-one care to maximize patient function and reduce pain. We specialize in an older patient population with an emphasis on fall prevention. Alongside clinical results, we prioritize work-life balance for our employees, aiming to reduce administrative burdens so clinicians can focus more on what matters to them outside of work. We believe in supporting a healthy, fulfilling life for both our patients and our team.

Responsibilities:

• Insurance Verification & Benefit Checks:
• Conduct reliable insurance benefit checks for outpatient physical therapy patients, focusing on Medicare B and supplemental insurance coverage.
• For PPO patients, verify both in-network and out-of-network benefits and provide transparent information to patients about their coverage.
• Liaise with insurance providers to clarify coverage details, and assist patients with insurance-related inquiries.
• ERA Import & Claims Follow-Up:
• Import Electronic Remittance Advices (ERAs) from insurance companies into the EMR.
• Review ERAs for payment discrepancies, denials, or lack of payment.
• Follow up with insurance companies to resolve issues and ensure proper payment.
• Medicare Plans of Care Follow-Up:
• Ensure that Medicare Plans of Care are signed within the required 30-day period.
• Track pending insurance claims and manage follow-ups as necessary.
• Patient Data Entry:
• Input patient demographics, insurance information, and new physician details into the EMR after paperwork is scanned.
• Ensure all patient records are accurately maintained and updated in a timely manner.
• Appointment Scheduling & Coordination:
• Manage therapists’ schedules and coordinate patient appointments.
• Send appointment reminders and follow up on any rescheduling requests.
• Maintain a waitlist for appointments as needed.
• Patient Communication:
• Answer patient calls and assist with inquiries, scheduling, and rescheduling appointments.
• Respond to patient emails and FAQs in a timely and professional manner.
• Handle appointment rescheduling and other patient-related queries.
• Billing & Claims Management:
• Process and submit claims to insurance providers.
• Post payments to patient accounts and resolve any billing discrepancies.
• Review and appeal denied claims as necessary.
• Ensure compliance with coding and billing regulations and generate billing reports for management.
• Administrative Support:
• Load incoming faxes into the appropriate patient charts in the EMR.
• Perform internal chart audits and data entry tasks.
• Prepare documents, manage email correspondence, and handle other miscellaneous administrative duties.
• Additional Tasks:
• Maintain patient privacy and confidentiality at all times.
• Transcribe therapist-patient interactions as needed.
• Assist with tracking the status of pending insurance claims and follow up as needed.

Requirements

• Previous experience as a medical virtual assistant or in a similar role in a healthcare setting.
• Familiarity with HelloNote EMR and Go High Level CRM is a plus.
• Strong proficiency in Google Workspace (Docs, Sheets, Gmail, etc.).
• Excellent organizational skills and attention to detail.
• Ability to prioritize tasks and work independently.
• Strong communication skills, both written and verbal.
• Experience with insurance verification, claims, and billing processes is highly preferred.
• Knowledge of Medicare and PPO insurance plans is an asset.

Preferred Qualifications:

• Experience in physical therapy or a related healthcare field.
• Ability to adapt quickly to new software and tools.

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 in the Philippines.