Virtual Rockstar Careers

Executive Assistant

• Contact insurance companies regularly to check claim status and ensure timely resolution
• Review and resolve denied, rejected, or unpaid claims
• Document all claim activity, follow-ups, and outcomes accurately in the EMR
• Maintain ownership of claims from submission through final resolution
• Obtain prior authorizations for services and treatments
• Verify insurance benefits and coverage details
• Communicate authorization requirements clearly to internal teams
• Ensure all insurance documentation is complete and up to date
• Work closely with billing and internal operations teams to maintain efficient workflows
• Escalate issues appropriately while continuing follow-ups
• Ensure compliance with documentation and billing standards
• Contribute to continuous improvements in billing and authorization processes

Billing & Insurance Authorization Specialist

• Verify insurance eligibility for new patients at the time of intake and prior to initial evaluation
• Complete ongoing and monthly insurance re-verifications as needed based on payer or plan requirements
• Prepare and provide Good Faith Estimates when required, ensuring accuracy and compliance
• Obtain and track prior authorizations across multiple therapy disciplines
• Monitor visit limits and proactively flag when authorizations are needed
• Verify and document deductibles, copays, and coverage details
• Communicate insurance information clearly to internal teams and families
• Ensure all insurance calls are documented with reference numbers
• Obtain and maintain accurate fee schedules
• Update patient records and insurance details in the EMR
• Perform consistent, accurate data entry and documentation
• Support credentialing-related tasks as needed
• Maintain organized records for easy reference and audit readiness
• Provide occasional phone support for patient or family inquiries
• Communicate via email and text as appropriate, ensuring clarity and professionalism
• Participate in 2–3 team meetings per week to support training and alignment

Medical Virtual Assistant – Insurance & Authorizations Focus

Sales Development Rep

• Make outbound calls to leads who have reached out to the clinic
• Answer inbound calls and respond promptly to inquiries
• Book evaluations by working leads through an established sales script
• Follow up with new and existing leads across multiple touchpoints to maximize conversion
• Address common questions and objections while guiding leads toward booking an evaluation
• Reschedule current clients as needed
• Schedule and confirm evaluations accurately
• Ensure booked evaluations are properly documented and handed off to the clinic team
• Manage all lead and client communication through GoHighLevel
• Track call outcomes, lead status, and follow-ups accurately in the CRM

Sales Development Representative – Virtual Assistant

• New Patient Scheduling & Front Desk Support: Schedule 15–20 new patient evaluations per week, Manage appointment calendars and confirm upcoming visits, Handle appointment rescheduling and patient inquiries via phone and email, Coordinate closely with in-clinic staff to ensure timely follow-ups and documentation, Maintain accurate and up-to-date patient records
• Insurance Verification & Authorizations: Verify insurance eligibility for 15–20 patients per week, Submit and track 10–15 prior authorizations per week, Update insurance details in the EMR and payer portals, Proactively communicate insurance requirements to the in-person team, Help ensure patients arrive informed and prepared for their visits
• Administrative Support: Support daily clinic operations with data entry and documentation, Maintain HIPAA compliance across all patient communications, Communicate proactively with leadership to avoid delays or ambiguity, Contribute to a smooth, organized workflow for both patients and staff

Medical Virtual Assistant – Scheduling, Insurance Focus

• 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