Front Desk Virtual Assistant

About this role

This is a remote position. Rockstar is seeking a skilled and dependable Front Desk Virtual Assistant to support U.S.-based healthcare practices in delivering a seamless patient experience. This is a full-time remote role built for healthcare administrative professionals who thrive in fast-paced environments and take pride in keeping clinical operations running smoothly. In this role, you will serve as a critical point of contact for patients, support clinical scheduling and intake workflows, manage insurance and prior authorization tasks, and handle a wide range of administrative responsibilities, all remotely using your client's existing systems and tools. KEY RESPONSIBILITIES Patient Scheduling & Communication

Answer and return patient calls and emails with professionalism and compassion

Schedule, confirm, and manage patient appointments across provider calendars

Handle appointment rescheduling, cancellations, and waitlist management

Contact patients for follow-up scheduling and to fill open appointment slots

Create and maintain first-call and follow-up call lists to keep schedules full

Coordinate telehealth appointments and assist patients with virtual visit access

Send appointment reminders and follow up on no-shows or missed visits

Respond to patient FAQs and route inquiries to the appropriate clinical staff

New Patient Intake & Chart Management

Respond to incoming referrals and guide new patients through the intake process

Collect, verify, and enter required intake information into the EMR with accuracy

Create new patient charts and ensure all required documentation is complete and properly organized

Upload, attach, and maintain patient documents, signatures, and demographic records

Coordinate intake steps with clinical and administrative staff to ensure smooth onboarding

Match new patients with appropriate providers based on availability and clinical needs

Insurance Verification & Prior Authorization

Verify patient insurance coverage and eligibility prior to appointments

Obtain and track pre-authorizations for procedures and ongoing care

Update patient files with insurance details and authorization documentation

Communicate with insurance companies to resolve coverage questions or claim issues

Explain insurance benefits, co-pays, and coverage details to patients in clear terms

Assist patients with insurance-related questions throughout their care journey

Monitor authorization renewals and submit requests within required timelines

Administrative & Operational Support

Maintain accurate electronic patient records and support day-to-day EMR data entry

Coordinate with clinical and administrative staff to manage daily schedules and workflows

Prepare documents, manage email correspondence, and generate basic reports as needed

Process and organize incoming faxes, physician referrals, discharge paperwork, and records

Send patient records to referring providers, case managers, or insurance representatives

Track and manage Medicare signatures, drop-off lists, and discharge documentation

Support billing teams with documentation requests, record retrieval, and claim follow-up

Maintain compliance with patient privacy standards (HIPAA) in all communications and data handling

Assist with payor mix management and other administrative tasks as assigned

Requirements Required

2+ years of experience in a medical administrative, healthcare VA, or front desk support role

Solid understanding of patient scheduling, appointment coordination, and patient communication best practices

Experience with insurance verification, prior authorization workflows, and payer communication

High attention to detail and strong accuracy in EMR data entry and documentation

Excellent written and verbal English communication skills: phone, email, and messaging

Ability to manage multiple priorities and meet deadlines in a fast-paced environment

Comfortable working independently and maintaining consistent daily communication with client teams

Reliable home office setup with a fast, stable internet connection suitable for HIPAA-compliant remote work

Preferred

Experience supporting U.S.-based healthcare providers or therapy/rehabilitation clinics

Familiarity with common healthcare EMR platforms (e.g., Prompt, WebPT, Raintree, or similar)

Experience with Google Workspace (Drive, Gmail, Calendar, Sheets) and/or other cloud-based tools

Background in physical therapy, occupational therapy, speech therapy, pediatric therapy, or multi-specialty practices

Exposure to medical billing workflows, CPT coding, or claims follow-up processes

Experience with patient communication platforms, scheduling software, or task management tools

WHAT WE LOOK FOR

A patient-first mindset: you treat every interaction as an opportunity to make someone's experience better

Proactive communication: you keep your client team informed without being asked, and flag issues early

Ownership: you take responsibility for your tasks and follow through without needing to be reminded

Adaptability: healthcare schedules and priorities shift; you stay steady and adjust quickly

Discretion: you understand the sensitivity of patient information and handle it with care at all times

Benefits Competitive salary commensurate with experience Opportunities for professional development and long-term career growth Work within a dynamic, collaborative, and supportive team environment Stable, full-time remote employment with U.S.-based healthcare clients Make a meaningful impact by helping practices serve their patients and communities

Originally posted on Himalayas