Insurance Verification & Patient Scheduling Virtual Assistant

About this role

This is a remote position.
Rockstar is hiring a full-time Insurance Verification & Patient Scheduling Virtual Assistant on behalf of an outpatient physical therapy practice in Manhattan.
This role is backfilling a key front desk position: insurance verifications and case completion, currently handled by a team member preparing for maternity leave. The VA will verify patient insurance coverage (commercial and Medicare), obtain pre-authorizations, and complete case reviews the day after a patient's first visit to ensure everything is accurate and ready to go. As comfort grows, the role is expected to expand into referral intake across multiple channels and new patient scheduling, including some cash-pay conversion for the practice's specialty aquatic therapy program.
This is a warm, patient-facing role once phone infrastructure is in place, so excellent, clear English communication and a genuinely warm, welcoming phone presence are essential. The practice serves a number of older patients, so being easy to understand and quick to build rapport matters as much as accuracy.
About the Client
This is an out-of-network outpatient physical therapy practice in Manhattan, home to the only aquatic therapy program of its kind in the borough. Their values center on a patient-centered approach built on connection and empathy, curiosity and openness to feedback, flexibility as a team player, respect, and a seamless, efficient patient experience.
The practice sees a high daily patient volume and values team members who are timely, communicative, and genuinely invested in patient care.
Key Responsibilities
Insurance & Case Management (Primary Focus)

• Verify patient insurance coverage for both commercial and Medicare plans

• Obtain pre-authorizations for procedures

• Update patient files with accurate insurance information

• Complete case reviews and checks the day following a patient's first visit

• Explain insurance benefits and liaise with insurance providers to clarify coverage details

Referral Intake & Scheduling (Growing Responsibility)

• Monitor multiple referral channels (fax, email, chat, online forms) and follow up promptly

• Schedule new patients, including some cash-pay conversion conversations for specialty programs

• Coordinate follow-up scheduling after initial evaluations, based on the plan of care set by the treating therapist

• Maintain accurate patient records

Tools & Systems

• TheraOffice (EMR)

• VoIP phone system (in process of being implemented)

• Team chat/messaging tool for real-time coordination with in-office staff

Requirements

• Previous experience with insurance verifications, including both commercial and Medicare, required

• Excellent, clear English communication and a warm, professional phone presence

• Comfortable learning practice-specific scheduling and referral workflows

• Some sales or conversion skill a plus, particularly for cash-pay scheduling conversations

• Detail-oriented and comfortable managing case completion accuracy

Non-Negotiables

• Excellent, clear English communication

• Previous experience with insurance verifications (commercial and Medicare)

• Warm and outgoing personality

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the Globe

Originally posted on Himalayas