Virtual Rockstar Careers

Customer Support

• Respond promptly and professionally to client inquiries across all platforms: PB (Practice Better), email, Slack, social media comment sections, and e-commerce messaging.
• Provide warm, thoughtful customer service by answering client questions and sharing program information.
• Support clients with payment updates, billing questions, card-on-file updates, and basic account assistance.
• Address shipping and e-commerce issues such as damaged packages, address errors, and tracking questions.
• Navigate and manage Practice Better (PB) to support clients, track workflows, update records, and assist coaches.
• Use Go High Level (GHL) for pipeline updates, contact tagging, and communication support.
• Manage administrative tasks through Asana, Slack, Google Sheets, and documentation tools.
• Maintain accurate client records and ensure seamless handoffs between team members.
• Support live group calls by managing the chat, tracking attendance, posting reminders, prompts, and next steps.
• Edit recorded webinars, client testimonials, YouTube videos, and YouTube Shorts.

Customer Service Associate – Virtual Assistant

Administrative Assistant

• Provide administrative support to clinic leadership, assisting with daily operations and executive tasks
• Support strategic business development research and gather data needed for leadership decision-making
• Sort and organize emails, schedule meetings, and coordinate internal communication across staff
• Assist with updating SOPs, organizing employee handbooks, and preparing onboarding materials
• Use project management tools such as Asana and Reclaim.ai to support ongoing initiatives
• Maintain accurate, confidential patient records within the practice’s systems
• Respond to patient inquiries via phone, email, and internal communication platforms
• Prepare documents and manage internal and external correspondence
• Contact patients for feedback and follow-up tasks as needed
• Make past-due statement calls, prepare invoices for payment, and assist with billing discrepancies
• Generate and send patient invoices
• Coordinate staff communication, assist with internal scheduling, and track missed timecard punches
• Support therapist schedules, send appointment reminders, and maintain appointment waitlists
• Gather data for monthly performance reviews and prepare basic administrative and operational reports
• Assist with filing, equipment tracking, and general administrative workflows
• Support basic marketing or outreach activities using Facebook, Instagram, Squarespace, and Brevo
• Follow HIPAA guidelines and maintain professional confidentiality at all times

Medical Administrative Assistant – Virtual Assistant

Support Engineer

• Provide Tier 2–3 remote support to customers and Field Services teams through calls, tickets, and internal communication platforms.
• Troubleshoot fixed wireless PTP/PTMP equipment and link issues.
• Support routing and switching environments using Cisco and MikroTik equipment.
• Perform proactive and reactive network monitoring and maintenance.
• Execute configuration-level changes while following established approval processes.
• Utilize ticketing systems, hardware configuration interfaces, and controller software to manage customer and network needs.
• Document troubleshooting steps, configurations, engineering updates, and network designs clearly and accurately.
• Collaborate with internal departments to ensure timely, high-quality resolution of customer issues.
• Participate in an on-call rotation for escalations and after-hours emergencies.

Network Support Engineer

Executive Assistant

• Verify patient insurance coverage for physical therapy services across multiple states.
• Enter insurance benefit information into the clinic’s EMR system with accuracy and attention to detail.
• Update patient files with all insurance and eligibility information obtained during verification.
• Obtain pre-authorizations for procedures when required.
• Track and follow up on pending insurance claims or authorizations.
• Liaise with insurance providers to clarify coverage, co-pays, deductibles, limitations, and eligibility.
• Assist patients who have questions regarding their insurance benefits or coverage details.
• Communicate benefit information clearly to clinics and administrative staff.
• Respond to clinic inquiries regarding patient insurance coverage and verification results.
• Support clinics as needed if they have questions or need clarification about benefit details.
• Type and upload patient forms into the EMR system (Raintree).
• Maintain accurate, organized electronic records for all insurance-related tasks.
• Assist in streamlining insurance verification processes and identifying areas for improvement.
• Participate in weekly team meetings, monthly check-ins, and training sessions as required.

Insurance Verification Specialist

Lead Generation

• Generate qualified leads through LinkedIn, Instagram, and TikTok outreach.
• Initiate and maintain warm, authentic conversations that reflect the brand’s voice and values.
• Track and organize all leads in Go High Level to ensure consistent follow-up.
• Schedule and manage consultation calls on the client’s calendar.
• Follow up with warm leads via DM or email to guide them toward booking sessions.
• Manage and schedule daily email campaigns and automations in Go High Level.
• Maintain and update pipelines, automations, and workflows to support lead nurturing.
• Assist with social media scheduling and light content editing for Reels, Shorts, and TikToks.
• Help repurpose long-form content (videos, blogs, or livestreams) into shareable social assets.
• Track engagement metrics and provide reports on lead activity, conversions, and campaign performance.
• Keep Go High Level CRM clean, updated, and well-organized.
• Create and refine workflows to streamline lead management and client communication.
• Monitor campaign analytics and provide actionable insights for optimization.
• Respond promptly and warmly to messages, comments, and email inquiries.
• Provide light customer support to guide clients through milestones and next steps.
• Maintain a tone that is professional, compassionate, and aligned with the brand’s values.

Lead Generation, Marketing Specialist

• Review and document daily or weekly patient readings such as weight, blood pressure, and glucose levels
• Call patients to follow up on vitals, medication changes, or symptoms
• Ask guided clinical questions to assess patient condition and compliance
• Identify abnormal or out-of-range values and escalate them to the provider team
• Maintain a compassionate and professional tone with patients, primarily elderly individuals receiving home care
• Enter, review, and update patient data accurately within Athena EMR
• Create, modify, and maintain templates in Athena for consistent reporting and follow-up documentation
• Log all communication, notes, and observations for provider review
• Track and report trends in patient vitals to support proactive care management
• Communicate with providers and medical staff using Microsoft Teams for updates and escalations
• Coordinate with the care team to ensure each patient’s remote monitoring aligns with their visit schedules
• Assist in developing workflow efficiencies and monitoring reports for quality assurance

Patient Monitor – Virtual Assistant

Social Media Manager

• Develop, implement, and manage a comprehensive social media strategy across platforms (Instagram, Facebook, X (Twitter), TikTok, YouTube, Google Ads, etc.).
• Create, curate, and manage engaging, high-quality content aligned with brand voice and marketing goals.
• Design and edit visual content for campaigns (graphics, videos, etc.) using tools like Canva, Adobe Suite, or CapCut.
• Plan and execute paid social media campaigns, optimizing them for performance.
• Monitor and analyze performance metrics (KPIs) to refine strategy and boost results.
• Stay updated on social media algorithms, trends, tools, and best practices.
• Manage and grow the online community by responding to comments, messages, and user-generated content.
• Coordinate social media efforts with broader marketing campaigns and product launches.

Social Media Manager – Virtual Assistant

• Manage and execute email marketing campaigns in HubSpot — from scheduling to analytics
• Keep HubSpot data clean, organized, and optimized for marketing workflows
• Assist with updating class materials, client learning portals, and digital course content
• Upload and update campaigns, webinars, and learning modules in HubSpot and LightSpeed platforms
• Track participant engagement and program completion across the firm’s certification and training programs
• Provide ongoing customer support through email and phone
• Manage clients’ progress through their programs, providing reminders, resources, and encouragement
• Support clients with curriculum milestones, class scheduling, and assessments
• Coordinate event attendance confirmations, follow-up calls, and client communications
• Deliver customer experiences that reflect professionalism, warmth, and the company’s high standards
• Support live and virtual events, workshops, and certification programs
• Help plan marketing campaigns tied to seminars, roundtables, and training events
• Update internal systems (TeamWork, HubSpot, Slack) to ensure alignment across departments
• Collaborate with team members to improve workflows, communications, and campaign outcomes
• Assist with creating or refining marketing materials in Canva
• Analyze campaign and engagement data to help optimize future communications
• Help ensure all client-facing content is on-brand, error-free, and value-driven.

Marketing & Client Success Specialist

• Verify patient insurance coverage and benefits
• Submit insurance claims (Medicare Part B and private pay)
• Obtain pre-authorizations as needed
• Follow up on unpaid claims, denials, and discrepancies
• Post payments and maintain accurate billing records
• Schedule and confirm appointments
• Respond to phone/email inquiries from patients or referring providers
• Organize and update patient information in HelloNote EMR
• Coordinate telehealth appointments
• Create and schedule social media content using Canva

Medical Virtual Assistant

• Develop and post engaging content across Instagram, Facebook, LinkedIn, and YouTube.
• Create and schedule social media campaigns aligned with the practice’s mission and services.
• Repurpose podcast and interview content into blog posts, short-form videos, and shareable graphics.
• Monitor engagement, respond to comments and messages, and maintain a consistent brand voice.
• Assist with content planning for educational series, events, and wellness programs.
• Manage and schedule newsletters and automated email campaigns in ActiveCampaign (transitioning to GoHighLevel).
• Write compelling email copy that supports patient communication, retention, and awareness.
• Coordinate content calendars to ensure consistent messaging across all marketing channels.
• Update website and blog content regularly to keep information current and relevant.
• Optimize blog posts and videos for search visibility and audience engagement.
• Track and report on social media performance, email campaign metrics, and web traffic trends.
• Provide insights and recommendations to strengthen brand reach and campaign effectiveness.
• Collaborate with leadership to plan marketing strategies that drive patient inquiries and program participation.
• Coordinate with clinical staff to feature success stories and educational content.
• Support ad hoc marketing initiatives such as event promotions and partnerships.
• Provide light executive assistant support as needed for scheduling and communication within the marketing team.

Social Media and Marketing Specialist

Graphics Designer

• Design engaging materials including flyers, brochures, posters, referral packets, and digital ads
• Create social media graphics, multi-slide posts, reels, and short-form videos
• Edit and produce video content (Adobe Premiere Pro strongly preferred)
• Support website updates and content refreshes using WordPress
• Prepare design drafts and mockups for team review and feedback
• Maintain an organized digital asset library for all brands
• Collaborate with the Director of Creative & Marketing to align visuals with campaign strategies.

Junior Graphic Designer – Virtual Assistant

• Proactively identify and attract high-quality candidates
• Pre-qualify, screen, and shortlist candidates for open roles
• Suggest top candidates to our Talent Acquisition Specialists and internal teams
• Maintain and update candidate data within our ATS
• Track your own sourcing metrics and continuously improve your process
• Research and utilize new sourcing channels and platforms to expand talent pools
• Respond to potential candidate inquiries on our LinkedIn Careers Page and other sourcing platforms
• Collaborate closely with the Talent Acquisition Specialists and Operations team to ensure smooth and efficient hiring workflows

Sourcing Specialist

• Accurately enter new patient referral information, including medical and insurance data, into the Prompt EMR system.
• Review referrals for completeness and ensure all required documentation is received.
• Create and establish new patient cases in the EMR in accordance with clinic standards.
• Verify data accuracy, cross-checking demographic, insurance, and clinical details.
• Maintain compliance with HIPAA and clinic privacy policies.
• Manage and maintain the clinic’s patient waitlist.
• Coordinate with the scheduling and intake teams to move patients efficiently from the waitlist into active scheduling.
• Assist with periodic audits of referral and intake data for accuracy and completeness.
• Provide general administrative support for intake-related tasks or special projects assigned by leadership.
• Communicate effectively with the intake and operations teams to ensure smooth patient onboarding.
• Participate in virtual meetings and maintain open communication via Slack and email.
• Track workflow progress and alert the team of any potential bottlenecks or missing information.

Patient Intake Coordinator

• This is a remote position.
• Support client pediatric therapy clinic based in Washington, DC.
• Conduct eligibility and benefits verification for therapy services.
• Contact insurance providers to verify coverage details, limits, and network status.
• Request and track authorizations and referrals.
• Obtain medical records and documentation for claims and approvals.
• Maintain up-to-date patient demographics and insurance information.
• Serve as liaison between clinic, insurance companies, and patients regarding financial responsibilities.
• Assist with end-of-month corrections for billing accuracy.
• Support front and back-end operations with insurance-related administrative tasks.
• Understand and explain co-pays, deductibles, out-of-pocket max, and co-insurance.
• Handle confidential information in compliance with HIPAA regulations.
• Manage multiple tasks simultaneously during insurance calls and follow-ups.
• Collaborate with clinic team to improve workflow and communication.

Operations

• This is a remote position supporting an executive team for a pediatric occupational therapy practice.
• Responsibilities include executive & administrative support, coordinating across departments, supporting COO and CFO, and managing scheduling and onboarding.
• Manage park permitting, university placements, internship and volunteer programs, recruitment and onboarding, and onboarding of group assistants.
• Input and maintain program data in the EMR system (Therabyte), ensure billing accuracy, and distribute superbills.
• Track deadlines via ClickUp and Google Workspace; update company website and support marketing tasks; document processes via Loom.

Operations Administrator, Virtual Assistant

• Accompany the spine surgeon remotely during patient visits and document: History of present illness, Physical exam findings, Imaging reviews (MRI, CT, X-rays), Diagnoses and differential diagnoses, Treatment plans, surgical protocols, and follow-up instructions, Accurately transcribe orthopedic and spine-specific terminology and procedures, Update EMR records, including lab/imaging orders and prescriptions, Draft referral letters, patient education materials, and pre-surgical documents, Maintain accurate, HIPAA-compliant patient records, Coordinate with clinical staff to ensure documentation supports seamless care
• Administrative Support: Contact patients and review post-procedure pain logs; update documentation and track data accurately; Conduct insurance verification and obtain prior authorizations; Generate accurate payment estimates using internal tools and insurance data; Explain insurance coverage and cost estimates clearly to patients; Prepare and manage email correspondence and documentation; Handle data entry, reporting, and coordination with staff as needed
• Tools & Platforms Used: Athena Health EMR; Microsoft 365 (Outlook, Teams, Excel); Pain log tracking software; Custom Excel-based payment estimation tools

Medical Scribe / Administrative Assistant

Insurance

• Conduct thorough insurance verifications for patient appointments.
• Complete benefits forms and upload them accurately to patient charts.
• Manage prior authorization requests, ensuring timely follow-up with insurance providers.
• Process insurance credit card payments efficiently and accurately.
• Generate claims for mailing by pulling information from the EMR and saving in SharePoint.
• Send medical records to insurance companies as needed.
• Communicate with insurance payers to inquire about denied or unprocessed claims.
• Investigate old, unpaid claims to resolve outstanding issues.
• Maintain a waitlist for patient appointments and assist with scheduling as necessary.

Insurance Verification and Authorization Specialist, Virtual Assistant

• Remote position supporting the CEO of a fast-paced healthcare technology company.
• Role spans executive support, operations, communications, and project coordination.
• Use modern tech stack: Google Workspace, Slack, Zoom, Trello, Monday, GoHighLevel, Calendly, Otter.ai, Figma, QuickBooks Online, Helcim, Dropbox, ChatGPT, Bioinsights EHR/PM

Customer Service Associate – Virtual Assistant

Medical Administrative Assistant – Virtual Assistant

Network Support Engineer

Insurance Verification Specialist

Lead Generation, Marketing Specialist

Patient Monitor – Virtual Assistant

Social Media Manager – Virtual Assistant

Marketing & Client Success Specialist

Medical Virtual Assistant

Social Media and Marketing Specialist

Junior Graphic Designer – Virtual Assistant

Sourcing Specialist

Patient Intake Coordinator

Medical Virtual Assistant

Operations Administrator, Virtual Assistant

Medical Scribe / Administrative Assistant

Insurance Verification and Authorization Specialist, Virtual Assistant

Executive Assistant - Virtual Assistant