Front Desk Virtual Assistant

Rockstar Global Careers; Philippines; Remote; PHP 758,000 - 1,137,000; Full time

Benefits offered by this job

Remote work

Competitive pay

Job summary

Rockstar Global Careers is seeking a Front Desk Virtual Assistant to support US-based healthcare practices with patient scheduling, intake, and insurance verification—from a remote location in the Philippines. The role emphasizes HIPAA-compliant data handling and coordination across clinical and administrative teams.

You will manage EMR data entry, patient communications, and appointment workflows, ensuring a smooth patient experience and timely follow-ups in a fast-paced healthcare environment.

Qualifications

• 2+ years of experience in medical administrative, healthcare VA, or front desk support roles.
• Strong scheduling, patient communication, and appointment coordination skills.
• Proven ability to handle insurance verification, prior authorization workflows, and payer communications.
• High attention to detail and accuracy in EMR data entry and documentation.

Responsibilities

• Answer patient calls and emails with professionalism and compassion.
• Schedule, confirm, and manage patient appointments across provider calendars.
• Handle rescheduling, cancellations, and waitlists; follow up for open slots.
• Coordinate telehealth appointments and assist patients with virtual access.
• Verify insurance coverage and obtain pre-authorizations; update patient files.

Skills

2+ years healthcare admin experience

Excellent English comms

Remote work discipline

Attention to detail

Tools

EMR systems

Job description

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

• 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
• 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

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 remind me
• 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