Virtual Rockstar Careers

Executive Assistant

• Verify patient insurance eligibility for 15–20 patients per week
• Submit and track prior authorization requests (10–15 per week)
• Update patient and insurance information accurately in the EMR
• Liaise with insurance providers to clarify coverage and authorization details
• Track pending authorizations and ensure timely follow-ups
• Follow up with insurance companies on unpaid or denied claims (approx. 10 per week)
• Investigate claim issues by navigating insurance phone systems and portals
• Document outcomes and next steps clearly in the EMR
• Support the clinic in resolving outstanding A/R efficiently
• Review the EMR dashboard daily and proactively work through outstanding tasks
• Send outreach messages to 5–10 potential job candidates per week
• Communicate progress and updates regularly with the Office Manager via email
• Follow existing workflows and guides before escalating questions

Medical Virtual Assistant – Insurance, A/R Focus

Financial Planning and Analysis

• Perform basic bookkeeping in accordance with U.S. GAAP
• Manage Accounts Payable (AP) and Accounts Receivable (AR) entry and tracking
• Complete daily bank and credit card reconciliations
• Process credit card refunds and adjustments
• Prepare basic journal entries and account classifications
• Maintain accurate and up-to-date records in QuickBooks
• Assist with month-end close preparation and reporting
• Ensure all transactions are properly documented and coded
• Identify discrepancies or variances and escalate when needed
• Support audit readiness and internal financial controls
• Monitor active marketing campaigns against predefined financial and performance benchmarks
• Track key funnel metrics including spend, cost per lead, cost per appointment, conversion rates, and ROI
• Identify where campaigns are underperforming (traffic, conversion, lead quality, follow-up)
• Prepare clear performance summaries and financial insights for leadership
• Communicate directly with external marketing agencies regarding performance gaps and improvement areas
• Work closely with the President to align marketing spend with financial targets
• Ensure marketing spend remains disciplined, measurable, and accountable

Finance & Marketing Administrator

Administrative Assistant

• Provide high-level administrative assistance to the practice owner and team.
• Support organization and workflow improvement across the clinic.
• Assist with building systems that reduce day-to-day chaos and improve team sustainability.
• Manage the appointment calendar and confirm upcoming visits.
• Handle client inquiries via phone and email with professionalism and warmth.
• Create and maintain client-facing documents, forms, and treatment plans (approximately 10–20 per week).
• Develop and implement SOPs for a growing startup practice.
• Help the practice stay current with technology tools that improve operations.

Administrative Specialist – Virtual Assistant

Social Media Manager

• Create and schedule engaging content across social media platforms
• Maintain a consistent brand voice, tone, and posting cadence
• Support ongoing content planning and execution
• Research relevant influencers aligned with the brand
• Conduct outreach to explore partnership and collaboration opportunities
• Identify medical societies, associations, and professional groups
• Reach out to potential partners for cross-promotional opportunities
• Actively engage in online communities, including Reddit and similar platforms
• Answer questions, participate in discussions, and drive brand awareness
• Foster genuine, value-driven engagement rather than promotional posting

Marketing & Social Media Virtual Assistant

• Manage end-to-end insurance claim follow-ups
• Follow up on claims with no primary or secondary payer response after 45+ days
• Work aging reports to resolve outstanding balances
• Communicate with insurance payers for claim status updates
• Investigate denied claims
• Prepare and submit appeals with supporting documentation
• Maintain accurate notes in the billing system
• Track all actions taken on claims
• Respond to provider, staff, and patient inquiries related to claim status
• Collaborate with internal billing and leadership teams

Accounts Receivable Specialist – Virtual Assistant

• Generate, send, and follow up on client invoices accurately and on schedule
• Perform claim validation (demographics, CPT codes, modifiers, authorizations, and payer rules)
• Submit primary and secondary insurance claims
• Conduct claim follow-ups, including: Status checks, Simple corrections (missing information, minor data errors, modifier updates), Claim resubmissions when appropriate
• Review processed claims to ensure correct payments and proper application of deductibles and coinsurance
• Identify and resolve basic billing discrepancies
• Respond to billing inquiries via email and phone
• Explain statements, balances, and insurance-related questions clearly and professionally
• Escalate complex billing issues to senior billing staff as needed
• Submit and track prior authorizations
• Post payments and reconcile accounts
• Process physical mail, faxes, and billing-related correspondence
• Review and appeal denied claims
• Monitor payer policies and identify reimbursement trends
• Prepare billing reports (weekly, monthly, or quarterly)
• Assist with audits, ERA/EFT enrollments, and compliance reviews
• Maintain accurate billing records and documentation
• Perform data pulls and reporting as requested
• Follow established SOPs consistently
• Escalate issues appropriately rather than guessing

Medical Biller, Virtual Assistant

• Verify patient insurance coverage, with a strong focus on state Medicaid programs
• Obtain and track prior authorizations for therapy services
• Update patient files with accurate insurance and authorization information
• Liaise with insurance providers to clarify coverage details and requirements
• Track the status of pending authorizations and insurance claims
• Assist families with insurance-related questions in a clear, professional manner
• Perform general back-office administrative tasks to support clinic operations
• Organize and maintain digital documents and patient records
• Correspond with families regarding insurance documentation and requirements
• Maintain accurate records within the EMR and internal systems
• Support existing workflows to improve efficiency and turnaround times
• Attend team meetings or huddles as appropriate
• Work closely with in-clinic staff to take ownership of designated workflows
• Communicate clearly and professionally with team members and families
• Uphold HIPAA compliance and patient confidentiality at all times

Insurance Verification and Authorization Specialist

Chief Marketing Officer

• Manage the CMO’s inbox and calendar with strong prioritization and discretion
• Coordinate meetings, deadlines, and deliverables tied to marketing and telehealth initiatives
• Track follow-ups and ensure commitments made in meetings are executed
• Maintain visibility into priorities so nothing stalls or falls through the cracks
• Prepare summaries, reminders, and status updates for leadership
• Support marketing campaigns, launches, and growth initiatives from planning through execution
• Coordinate timelines, assets, approvals, and deliverables across teams
• Liaise with internal stakeholders (leadership, operations, sales) and external partners or vendors
• Maintain and update project boards, dashboards, and trackers
• Flag risks, delays, or blockers early and proactively propose solutions
• Assist with content coordination, campaign execution, and growth initiatives specific to telehealth
• Support scheduling and organization of telehealth-related marketing activities
• Ensure marketing efforts tied to telehealth are documented, organized, and deadline-driven
• Help repurpose, organize, or prepare marketing content as directed by the CMO

Executive Assistant to CMO – Marketing Project Coordinator VA

• Content Editing, Publishing & Scheduling
• Edit, prepare, and publish both short-form and long-form content
• Schedule and post content across platforms using Buffer
• Manage publishing for Instagram, LinkedIn, and other relevant platforms
• Update existing assets (captions, copy tweaks, formatting, cover images)
• Repurpose podcast and video content into reels, posts, captions, and short clips
• Maintain a content calendar aligned with launches, partnerships, and promotions
• Content Systems & Performance Support
• Organize and maintain content libraries in Google Drive
• Track content status (ready, scheduled, published, pending)
• Monitor basic engagement metrics (views, engagement, saves)
• Flag top-performing content for repurposing and amplification
• Follow SOPs precisely and ask clarifying questions early
• Affiliates, Upsells & Growth Support
• Execute affiliate and collaboration content, including partner mentions and tagged posts
• Support cross-promotions and affiliate content timelines
• Help manage creator collaborations and affiliate partnerships for upsell offers
• Ensure affiliate obligations are executed accurately and on time
• Assist with slide deck creation and updates for promotions and partnerships
• Support Shopify visual assets (cover images, product graphics)
• Course, Video & Media Support
• Assist with course uploads and platform updates
• Perform light video edits as needed
• Support podcast publishing and content repurposing (when applicable)
• Assist with podcast guest pitching using Podpitch
• Help coordinate external podcast appearances

Social Media & Content Virtual Assistant – Execution, Publishing

• Manage the CEO’s high-volume inbox, including prioritization, drafting responses, and flagging action items
• Own complex calendar management across multiple time zones
• Prepare daily and weekly executive briefings, agendas, and pre-read materials
• Anticipate executive needs and proactively resolve issues before escalation
• Maintain strict confidentiality when handling sensitive leadership information
• Coordinate frequent domestic and international travel, including multi-leg itineraries
• Manage flights, accommodations, ground transportation, and detailed travel plans
• Ensure seamless travel execution with minimal last-minute disruptions
• Act as the point person for travel changes and urgent logistics
• Join select executive meetings as needed
• Track action items and decisions from meetings
• Coordinate follow-ups across internal teams to ensure execution
• Provide light project coordination to support leadership initiatives
• Organize and maintain executive documents and shared drives
• Ensure files, notes, and resources are easy to access and up to date
• Maintain version control and structured documentation systems

Senior Executive Assistant, VA to CEO

Project Manager

• Own and manage end-to-end project timelines across multiple brands and initiatives
• Break down large initiatives into clear, actionable task plans
• Track, enforce, and follow up on deadlines across teams, contractors, and partners
• Proactively follow up on deliverables without being prompted
• Maintain project visibility dashboards (status, timelines, owners, risks)
• Provide concise status updates and flag risks early
• Manage workflows in Asana, with readiness to transition into a custom Notion workspace
• Maintain daily execution and communication within dedicated Slack project channels
• Identify SOP gaps and recommend process improvements as bottlenecks arise
• Ensure assets move from ready → live → repurposed, not stalled
• Manage version control for assets, templates, and documents
• Track approvals and ensure feedback is implemented accurately
• Help prioritize urgent vs. important initiatives to protect executive focus
• Track affiliate and referral partnerships and their deliverables
• Coordinate timelines for co-created content and joint initiatives
• Maintain a simple partnership database (contacts, status, next actions)

Project Manager, Virtual Assistant

Marketing

• Support execution of marketing campaigns across email, SMS, social media, and workshops.
• Schedule, test, and QA email and text campaigns.
• Build and update email and SMS templates for different pipeline stages.
• Monitor campaign performance and flag issues or inconsistencies.
• Assist with social media management and basic content support.
• Monitor and respond to online reviews and comments as needed.
• Perform weekly and monthly data entry and KPI reporting.
• Update dashboards and reports in Google Sheets or Excel.
• Pull data from multiple systems and consolidate into centralized reports.
• Validate data accuracy across platforms and proactively flag discrepancies.
• Edit and troubleshoot spreadsheet formulas (including pivot tables).
• Assist with annual dashboard rollovers and ongoing report maintenance.
• Maintain CRM hygiene, including list cleanup, segmentation, and QA checks.
• Support pipeline communication via email and SMS.
• Assist with workshop and webinar setup, registrant tracking, and follow-up.
• Provide operational follow-through on tactical tasks assigned by leadership.
• Close administrative "loose ends" that fall outside core clinical or front-desk duties.
• Take direction from the owner and clinic directors.
• Work from documented SOPs, checklists, and Loom trainings.
• Provide regular updates on task status and completion.
• Identify inefficiencies in workflows and propose improvements.
• Support one-off administrative and operational projects as needed.

Executive, Marketing Admin VA

• Communicate with patients via telephone, text, and email in a professional and positive manner.
• Follow up with patients to encourage appointment scheduling and continued care.
• Provide a high-energy, supportive presence to excite patients about starting their health journey.
• Assist the marketing team in coordinating campaigns and outreach initiatives.
• Support social media engagement by responding to inquiries or directing messages to the appropriate team members.
• Help maintain a positive reputation through patient and community engagement.
• Join team meetings to stay aligned with patient engagement and marketing goals.
• Provide administrative support on projects and campaigns as needed.

Marketing Assistant

• Assist with patient onboarding for online programs, including evergreen, automated courses and those with 1:1 interaction.
• Create automations in the clinic's EMR system and Mailchimp to streamline client communications and follow-up.
• Help organize and streamline clinic systems to improve efficiency.
• Coordinate team travel arrangements, itineraries, and other personal tasks (gift shopping, home services, reminders, etc.).
• Create, schedule, and manage social media content across platforms.
• Develop engaging and informative content based on blog posts, and repurpose these into a month’s worth of social media posts.
• Create marketing materials using Canva, aligning with the clinic’s brand and message.
• Assist in running email marketing campaigns through Mailchimp, including designing templates and automating workflows.
• Monitor, respond to, and engage with online reviews and patient comments to maintain a positive brand image.
• Help organize and promote online events, workshops, and webinars.
• Analyze the effectiveness of marketing campaigns and suggest improvements based on data.

Administrative, Marketing Assistant

• Professionally greet incoming calls and route calls to the appropriate department or staff member
• Conduct patient appointment reminder calls
• Handle call routing when patients request to reschedule appointments
• Respond to basic patient inquiries with professionalism and empathy, and logging all communications
• Ensure patient privacy and confidentiality at all times
• Request patient diagnostic results from physician offices as needed
• Record meeting minutes during internal meetings when requested
• Support clinic staff with administrative follow-ups related to patient care
• Maintain accurate documentation and communication logs
• Assist with appointment coordination and schedule updates
• Work closely with internal teams to ensure smooth daily workflows
• Escalate urgent or complex issues to the appropriate team members