Medical Virtual Assistant
This is a remote position.
Virtual Rockstar is hiring a Medical Virtual Assistant on behalf of a US-based pediatric therapy practice.
This role is critical to keeping provider schedules full, ensuring evaluations are scheduled promptly, and supporting a smooth intake experience for families. The ideal candidate is proactive, highly organized, and confident communicating with parents to convert inquiries into scheduled evaluations while maintaining accuracy in systems and documentation.
This position plays a central role in day-to-day operations and serves as the primary scheduling and intake support for the practice.
About Our Client
Our client is a pediatric therapy practice providing outpatient speech and occupational therapy services. They support children and families through individualized, play-based therapy designed to help children reach developmental milestones. The practice values clear communication, consistency, and strong operational support to ensure families receive timely and well-coordinated care from evaluation through ongoing treatment.
Responsibilities
Scheduling & Evaluation Management (Primary Focus)Schedule evaluations and therapy appointments for new and existing patients
Proactively pull in evaluations to keep provider schedules full
Monitor provider calendars daily to identify gaps, cancellations, and rescheduling opportunities
Actively work the waitlist to fill open appointment slots
Coordinate reschedules and cancellations to maximize provider utilization
Ensure evaluated patients are scheduled for ongoing appointments without delays
Schedule evaluations and therapy appointments for new and existing patients
Proactively pull in evaluations to keep provider schedules full
Monitor provider calendars daily to identify gaps, cancellations, and rescheduling opportunities
Actively work the waitlist to fill open appointment slots
Coordinate reschedules and cancellations to maximize provider utilization
Ensure evaluated patients are scheduled for ongoing appointments without delays
Intake & Patient Profile AccuracySend email communications to new patients to ensure intake paperwork is completed prior to the first appointment
Build patient profiles accurately in the practice management system
Ensure all demographic, scheduling, and intake information is entered correctly
Maintain and update patient waitlists with accuracy and consistency
Send email communications to new patients to ensure intake paperwork is completed prior to the first appointment
Build patient profiles accurately in the practice management system
Ensure all demographic, scheduling, and intake information is entered correctly
Maintain and update patient waitlists with accuracy and consistency
Patient Communication & Front-Line SupportAnswer incoming phone calls and respond to patient inquiries via phone and email
Communicate clearly and compassionately with families regarding:
Scheduling availability
Attendance expectations
Missed appointments and late cancellations
Serve as the main point of contact for scheduling-related questions
Document detailed and accurate notes so the team can rely on scheduling records
Answer incoming phone calls and respond to patient inquiries via phone and email
Communicate clearly and compassionately with families regarding:
Scheduling availability
Attendance expectations
Missed appointments and late cancellations
Serve as the main point of contact for scheduling-related questions
Document detailed and accurate notes so the team can rely on scheduling records
Administrative & Coordination SupportCoordinate closely with therapists and internal team members regarding daily schedules
Assist with basic reporting and administrative tasks as needed
Follow established SOPs and workflows consistently
Take initiative to optimize schedules without waiting for direction
Escalate issues appropriately rather than guessing
Coordinate closely with therapists and internal team members regarding daily schedules
Assist with basic reporting and administrative tasks as needed
Follow established SOPs and workflows consistently
Take initiative to optimize schedules without waiting for direction
Escalate issues appropriately rather than guessing
Tools & Systems UsedFusion / Ensora
Office Ally
Google Docs, Sheets, Drive, and Gmail
Microsoft Word
Google Meet and Zoom
Fusion / Ensora
Office Ally
Google Docs, Sheets, Drive, and Gmail
Microsoft Word
Google Meet and Zoom
Requirements
ExperienceMinimum 2–3 years of experience in medical scheduling, intake coordination, or healthcare administration
Experience in pediatric, therapy, or outpatient healthcare settings preferred
Comfortable managing evaluations, waitlists, and high-volume scheduling
Minimum 2–3 years of experience in medical scheduling, intake coordination, or healthcare administration
Experience in pediatric, therapy, or outpatient healthcare settings preferred
Comfortable managing evaluations, waitlists, and high-volume scheduling
Skills & Traits (Non-Negotiables)Strong verbal and written English communication skills
Confident speaking with families and managing follow-ups
Highly detail-oriented with strong data accuracy
Proactive self-starter who takes initiative when schedules are light
Organized, reliable, and able to manage responsibility independently
Strong verbal and written English communication skills
Confident speaking with families and managing follow-ups
Highly detail-oriented with strong data accuracy
Proactive self-starter who takes initiative when schedules are light
Organized, reliable, and able to manage responsibility independently
Benefits
Competitive salary commensurate with experience
Opportunities for professional development and growth
Work closely with a supportive pediatric healthcare team
Make a meaningful impact by helping children and families access care
Originally posted on Himalayas
