Virtual Rockstar Careers

Executive Assistant

• Insurance Claims Follow-Up & AR Management.
• Follow up on unpaid claims over 30 days by contacting insurance companies via phone or portals.
• Investigate reasons for delayed or denied payments and take appropriate action.
• Submit required documentation such as medical records and primary EOBs to support claims.
• Prepare and submit appeals for denied or underpaid claims.
• Ensure all claims are resolved and paid within a timely manner (goal: before 60 days).
• Track claim status and maintain accurate documentation of all follow-ups.
• Work closely with internal team members to resolve billing issues efficiently.

Insurance Claims and AR Specialist

Data Engineer

• Upload and organize patient records from multiple data sources (CSV, spreadsheets, clinical documents)
• Prepare and structure large datasets for system migration
• Ensure accurate and efficient data transfer into the platform
• Clean and standardize datasets from external systems
• Identify missing, duplicate, or inconsistent data
• Normalize formats (names, dates, medical data)
• Validate data accuracy before and after migration
• Utilize AI tools to extract and process patient data
• Generate structured patient records
• Review and validate AI-generated outputs for accuracy
• Perform detailed QA checks to ensure near-zero error rates
• Identify and resolve issues proactively before they impact implementation
• Maintain high standards of data integrity and consistency
• Update implementation trackers and progress reports
• Communicate updates, blockers, and issues clearly with the team.

Data Migration, Processing Specialist

Social Media Manager

• Manage and grow social media profiles
• Assist in planning and executing marketing campaigns
• Monitor online engagement, reviews, and comments
• Analyze campaign performance and suggest improvements
• Create engaging content (posts, graphics, blogs, etc.)
• Conduct marketing research to support content and campaigns
• Assist in developing messaging and brand presence
• Support online marketing efforts and ad campaigns
• Explore opportunities to improve visibility and reach
• Work with tools and platforms to optimize campaigns
• Analyze marketing data to support decision-making
• Track performance and provide insights and recommendations
• Work with internal team members (including technical/AI support) to streamline processes
• Assist in exploring automation opportunities (e.g., ads, email campaigns)
• Help improve workflows and marketing systems over time
• Assist with website updates or blog content
• Provide general administrative or project support as needed

Marketing and Social Media Virtual Assistant

• Answer a high volume of incoming calls and route them appropriately
• Provide excellent customer service and assist patients with inquiries
• Schedule and manage patient appointments
• Maintain and update the clinic calendar
• Run reports for leadership using the EMR system (Tebra)
• Help reduce workload for in-clinic staff by managing calls and scheduling

Medical Virtual Assistant – Front Desk, Patient Scheduling Support

• Manage and maintain the executive’s calendar, including scheduling, rescheduling, and protecting focus time
• Monitor email communications and flag time-sensitive messages
• Draft responses to routine emails for review and approval
• Prepare agendas and materials for meetings
• Take notes during meetings and track action items
• Send follow-up summaries and ensure tasks are completed
• Track action items, deadlines, and priorities across multiple projects
• Organize tasks within project management systems
• Help ensure commitments and deadlines are not missed
• Maintain internal documentation, SOPs, and process guides
• Organize shared drives and internal resources
• Create and update internal forms, checklists, and documentation
• Draft internal announcements or communications when needed
• Assist with organizing staff initiatives and internal updates
• Track key metrics and maintain operational notes or idea lists

Executive Virtual Assistant – Operations, Project Coordination

• Manage and organize the founder’s daily calendar and meeting schedule
• Coordinate meetings, prioritize requests, and protect time for strategic work
• Ensure the executive is fully prepared for each meeting with agendas, materials, and reminders
• Provide proactive reminders and daily planning support
• Monitor and organize the executive’s inbox
• Flag urgent messages and route inquiries to the appropriate team members
• Draft and send responses when appropriate
• Maintain and organize tasks within project management systems
• Track action items and deadlines to ensure projects remain on schedule
• Prepare meeting briefs and collect relevant materials
• Capture notes and action items from meetings
• Assist with research, documentation, and operational tasks

Executive Virtual Assistant

• Schedule patient appointments and manage the clinic calendar
• Respond to patient inquiries via phone or email
• Route calls, messages, and refill requests to the appropriate staff
• Maintain clear communication with patients regarding appointments and clinic updates
• Verify patient insurance eligibility and review coverage benefits
• Inform patients of expected co-pays or balances prior to visits
• Manage and organize digital patient intake forms
• Ensure patient information is documented accurately and communicated to the billing team
• Coordinate telehealth appointments when needed
• Follow up with patients regarding appointments, referrals, or questions

Medical Virtual Assistant – Patient Coordination, Insurance Support

• Respond quickly to inbound patient inquiries via phone, text, and email.
• Convert incoming leads into scheduled patient evaluations.
• Contact website leads, physician referrals, and marketing inquiries.
• Educate prospective patients on how physical therapy can help.
• Guide conversations toward booking evaluations or screening calls.
• Handle patient objections professionally and confidently.
• Follow a structured follow-up cadence.
• Confirm scheduled appointments and help reduce no-show rates.
• Manage new patient intake workflows and documentation.
• Ensure patient records remain organized and up to date.
• Contact physician-referred patients promptly to schedule evaluations.
• Reactivate discharged patients who may benefit from continued care.
• Manage appointment calendars and schedule patient evaluations.

Appointment Setter, Patient Intake Specialist

• Verify patient insurance coverage through insurance portals and provider systems
• Update patient records with accurate insurance information
• Track and follow up on pending insurance claims
• Review and follow up on unpaid or denied claims
• Make outbound calls to parents or guardians to follow up on declined or missed payments
• Contact insurance providers to check claim status and resolve billing issues
• Communicate payment details and assist families with billing-related questions
• Document call outcomes and update patient records accordingly
• Maintain accurate billing documentation within the EMR
• Ensure compliance with billing regulations and documentation standards
• Coordinate with internal billing teams to resolve claim or payment issues
• Respond to patient inquiries related to billing or insurance
• Maintain accurate patient records and ensure confidentiality
• Assist with basic administrative and reporting tasks as needed

Medical Virtual Assistant – Insurance & Billing Support

• Manage the Chief HR Strategist’s calendar and coordinate coaching sessions with healthcare practice owners
• Schedule candidate interviews and HR strategy meetings
• Send meeting confirmations, reminders, and agendas when needed
• Attend meetings to capture notes, action items, and follow-up tasks
• Draft and post job listings using approved templates
• Manage incoming applications and organize candidate pipelines
• Coordinate interviews between candidates and hiring managers
• Update employee handbook templates and HR policies
• Maintain HR documentation libraries and standardized templates
• Track compliance checklists and documentation for clients
• Prepare materials for HR coaching sessions and workshops

Executive Assistant – Fractional HR Support

• Support medical billing, claim resolution, and revenue cycle management
• Ensure billing accuracy and maintain compliance documentation
• Help clinical team focus on delivering high-quality patient care
• Process patient responsibility balances after insurance claims are completed
• Monitor insurance claims and address denials in a timely manner
• Maintain organized patient charts and ensure billing documentation meets compliance standards

Revenue Cycle Coordinator

• Respond to patient and family inquiries via email, phone, or messaging
• Manage therapist schedules, appointment calendars, and waitlists
• Reschedule canceled appointments and help fill open time slots
• Follow up with families regarding missed or upcoming appointments
• Conduct virtual patient check-ins using WelcomeWare and assist with confirming arrival and appointment readiness
• Collect required intake information and documentation
• Verify insurance benefits and authorizations
• Explain insurance coverage and potential costs to families
• Maintain accurate patient records and documentation in the EMR
• Upload and organize patient files, demographics, billing, and insurance information
• Assist with documentation requests for reimbursement and billing coordination
• Support operational tasks with the billing company, leadership team, and clinic staff
• Track operational data such as referrals, new patients, and scheduling capacity
• Assist with newsletters and communication campaigns
• Support social media engagement and basic marketing materials

Medical Virtual Assistant – Patient Coordination, Administrative Support

• Manage the owner’s email inbox and company email communications
• Maintain the owner’s calendar and schedule meetings, events, and clinic engagements
• Assist with correspondence with universities, school principals, and childcare centers
• Create and organize internal procedures and documentation
• Schedule personal and family appointments for the owner
• Plan travel arrangements and prepare itineraries
• Review applicants from job platforms and sourcing channels
• Monitor and track referral faxes through RingCentral
• Review therapy sessions in the EMR to ensure appropriate appointment lengths

Virtual Executive Assistant – Healthcare Practice

• Maintain CRM accuracy and ensure client records are properly organized
• Monitor operational systems and flag issues when needed
• Help maintain documentation and standard operating procedures
• Track project timelines, tasks, and deliverables
• Support the coordination of programs, coaching sessions, and webinars
• Prepare session logistics such as scheduling, reminders, and materials
• Monitor inbound leads and ensure timely follow-ups
• Maintain accurate pipeline tracking and client progression
• Support client onboarding and communication
• Assist with calendar coordination and meeting preparation
• Monitor inboxes and respond to routine inquiries
• Support the founder with operational tasks and priority tracking
• Assist with email campaigns and marketing coordination
• Upload and organize digital content and materials

Executive Virtual Assistant – Operations, Project Support

• Answer high-volume incoming phone calls as the first point of contact
• Assist patients with scheduling appointments
• Confirm and cancel appointments as requested
• Respond to patient inquiries professionally and clearly
• Ensure calls are handled efficiently and routed appropriately when needed
• Manage appointment calendars
• Maintain accurate patient records in the EHR
• Ensure patient privacy and confidentiality
• Assist with basic administrative coordination