Virtual Rockstar Careers

Executive Assistant

• 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

Social Media Manager

• 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

Administrative 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

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