Virtual Rockstar Careers

Executive 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.
• 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.

Bilingual Medical Virtual Assistant

• Manage, organize, and maintain electronic medical records (EMR) with a high level of accuracy and confidentiality.
• Review medical records for completeness, accuracy, and compliance with internal standards.
• Upload, index, and retrieve patient documents such as referrals, lab results, imaging, and clinical notes.
• Respond to internal requests for medical records in a timely and professional manner.
• Coordinate with clinical and administrative teams to resolve missing or incomplete documentation.
• Ensure proper handling and release of medical records in compliance with HIPAA regulations.
• Maintain organized digital filing systems and follow established documentation workflows.

Medical Records Specialist

• Manage and monitor email inboxes, ensuring timely responses and proper follow-through.
• Respond to and follow up with new leads, ensuring they are properly scheduled and routed to trainers.
• Answer and return incoming phone calls professionally via Google Voice.
• Maintain accurate follow-ups and ensure inquiries do not get lost in the shuffle.
• Manage and coordinate the owner’s daily schedule.
• Assist with booking and coordinating workshops, including fitness and kettlebell certification events.
• Organize schedules within Mindbody Booking Software to ensure sessions are properly tracked.
• Check out completed sessions in Mindbody to support payroll processing.
• Track and manage new leads, ensuring consistent communication and follow-up.
• Assist with outreach to help expand kettlebell certification programs, including researching and contacting potential host locations.
• Maintain accurate records in Excel spreadsheets and internal tracking tools.
• Keep schedules, lead lists, and client information up to date.

• Manage the business owner’s email inbox, including organizing, responding, and flagging priority messages.
• Answer subscriber and client questions with oversight, redirecting them to the appropriate resources, programs, or next-step offers.
• Maintain accurate follow-ups, tracking email conversations and interactions with clients and internal team members.
• Coordinate scheduling and outreach sent via email, text, or Voxer for calls, webinars, podcast recordings, and meetings.
• Coordinate logistics for podcast interviews, affiliate connections, and networking follow-ups.
• Assist with organizing and booking travel accommodations when needed.
• Send outreach and follow-up messages to contacts made at events or through partnerships.
• Coordinate updates and tasks that require review or approval with the marketing team.
• Update and maintain contact lists and databases on a monthly basis.
• Manage data transfers and updates within Go High Level (GHL) and internal systems.
• Track and update webinar registrations from Zoom.
• Assist with backend sales page updates and system organization.
• Provide customer support Monday–Friday (10:00 AM–2:00 PM), with occasional weekend support during launches or sales.
• Serve as a Go High Level expert, handling platform-related questions.

Executive Virtual Assistant, Operations

• Verify insurance benefits prior to the patient’s initial evaluation and before services are rendered.
• Confirm eligibility, in-/out-of-network coverage, co-pays, co-insurance, deductibles, out-of-pocket max, and therapy-specific limitations.
• Determine and document visit limits, frequency restrictions, referrals, and benefit caps.
• Clearly document benefits so the clinical/admin team can interpret the information without confusion.
• Communicate findings to the team in a way that supports confident scheduling and patient conversations.
• Identify when authorizations are required for skilled physical therapy services.
• Obtain and submit prior authorizations using payer portals, phone calls, or fax-based processes.
• Track authorization status, approved visit counts, start/end dates, and ensure approvals are received prior to visits when required.
• Monitor for expiring visit counts or end dates and initiate re-authorizations proactively to prevent gaps in care.
• Escalate issues quickly when authorization is delayed, denied, or unclear.
• Send claim batches as requested and support follow-up on claims when needed.
• Assist with billing-related insurance follow-up, including unpaid claims, denials, and appeals support (as assigned).
• Communicate with payers to clarify benefits, coverage, authorization requirements, and claim status.
• Maintain accurate logs and documentation for all payer calls, outcomes, and next steps.
• Maintain accurate patient insurance records and ensure all required information is captured and updated.
• Communicate daily with the team through the EMR and/or Microsoft Teams to resolve verification or authorization issues quickly.
• Protect patient privacy and confidentiality in all communication and documentation.

Insurance Verification & Authorization Specialist

• Manage calendars, including scheduling internal meetings, client calls, and time blocks to protect focus time.
• Coordinate meeting logistics, calendar invites, and time zone considerations.
• Support meeting preparation and ensure follow-up items are captured and executed.
• Provide inbox support as needed: organizing, flagging urgent messages, and ensuring time-sensitive requests are handled quickly.
• Draft and send client communications and follow-up emails, maintaining a professional and warm tone.
• Support coordination with clients and team members to ensure deliverables and deadlines stay on track.
• Reconcile monthly payments via Stripe, PayPal, and related platforms.
• Create, send, and track client invoices.
• Maintain accurate records of payments, invoice status, and outstanding balances.
• Flag discrepancies and ensure billing tasks are completed accurately and consistently.
• Coordinate agency events and workshops, including vendor communications and logistical planning.
• Assist with contracts, booking details, and confirmations to ensure all event elements are in place.
• Track deadlines, next steps, and communication threads to prevent missed details.
• Book travel arrangements and prepare travel itineraries as needed.
• Create and schedule client emails and campaigns in tools like: Kit, ActiveCampaign, Kajabi.

Executive Assistant – Virtual Assistant

• Guest Outreach & Interview Scheduling: Identify, research, and reach out to high-value podcast guests aligned with the clinic’s mission and audience
• Manage guest communication end-to-end: outreach, follow-ups, booking, and confirmation
• Podcast Production (Audio & Video): Edit long-form podcast episodes (audio and video) to professional standards
• Ensure consistent quality, sound/video optimization, intros/outros, and brand alignment
• Short-Form Content Creation & Repurposing: Create short-form clips for Reels, Shorts, TikTok, and other platforms from every episode
• Guest Promotional Assets & Cross-Promotion: Provide guests with ready-to-use promotional assets to increase reach, including clips, graphics, captions, and links
• Podcast Marketing, Growth & Distribution: Implement strategies to grow downloads, subscribers, and watch time
• YouTube Channel Management & Optimization: Build and manage a strong podcast presence on YouTube as the primary long-form discovery engine
• Social Media Management & Engagement: Publish podcast-related content consistently across social platforms
• Lead Generation & Monetization Integration: Ensure episodes and clips include strong CTAs that drive traffic to resources, discovery calls, clinic services, affiliate products, and programs.
• Guest Appearances & Authority Building: Pitch the founder/doctor as a guest on other podcasts and media outlets to expand reach and authority
• Systems, Consistency & Performance Tracking: Build and maintain systems for episode tracking, content calendars, publishing schedules, and asset organization.

Podcast & Media Growth – Virtual Assistant

Account Manager

• Make outbound collection calls to patients regarding outstanding balances in a professional and empathetic manner.
• Provide clear and accurate explanations of patient statements, insurance payments, and balances.
• Document all interactions and updates in the EMR and billing systems.
• Respond to patient inquiries via phone, email, or fax in a timely and courteous way.
• Collaborate with internal billing and administrative teams to resolve account discrepancies.
• Follow established protocols for payment arrangements and escalation of unresolved accounts.
• Maintain strict confidentiality of patient information and comply with HIPAA regulations.