Front Desk Virtual Assistant

Rockstar; Northern (KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

Rockstar is seeking a skilled Front Desk Virtual Assistant to support U.S.-based healthcare practices remotely. This full-time role focuses on patient communication, scheduling, and administrative support while ensuring HIPAA-compliant handling of sensitive information.

You will verify insurance, manage prior authorizations, and maintain EMR data accuracy, collaborating with clinical and administrative staff across multiple clinics in a remote setting.

Qualifications

• 2+ years of medical administrative or front desk experience.
• Solid scheduling and patient communication practices.
• Experience with insurance verification and prior authorizations.
• High attention to detail in EMR data entry and documentation.
• Excellent written and verbal English communication.

Responsibilities

• Answer patient calls and emails with professionalism and compassion.
• Schedule, confirm, and manage patient appointments across calendars.
• Handle rescheduling, cancellations, and waitlists.
• Coordinate telehealth and intake processes for new patients.
• Update EMR with accurate intake information and documents.

Skills

Medical admin

Scheduling

Insurance verification

HIPAA compliance

English communication

Remote work

Tools

EMR platforms

Google Workspace

Job description

Rockstar is an industry-leading staffing company based in Arizona that helps healthcare businesses across the United States streamline operations by connecting them with skilled remote professionals. We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower personal and professional growth.

At Rockstar, we are committed to placing team members who not only meet our clients' operational needs but who also reflect our core values of integrity, excellence, and long-term service. Every placement is an opportunity to make a meaningful difference, for the practice, for patients, and for you.

Job Description

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

• 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
  

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
  
• 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