Medical Virtual Assistant - Virtual Assistant

Santa Barbara Cottage Hospital; Minnesota; Remote; USD 40,000 - 60,000; Full time

Job summary

A healthcare practice in Minnesota is seeking a Medical Virtual Assistant to support their therapy operations. This role involves crucial admin tasks to ensure the clinical team can focus on patient care. The ideal candidate will have experience in medical settings and be proficient in tools like SimplePractice and Google Workspace. Join a compassionate, dynamic team committed to holistic patient support.

Benefits

Competitive salary commensurate with experience

Opportunities for professional development

Supportive team environment

Qualifications

• 2+ years experience in a medical or therapy admin role.
• Strong understanding of insurance verification and billing workflows.
• Highly organized, proactive, and communicative.

Responsibilities

• Manage appointment calendars, confirmations, and inquiries.
• Verify insurance coverage and handle billing.
• Maintain electronic health records and streamline admin tasks.

Skills

Organizational skills

Communication

Discretion

Tools

SimplePractice

Google Workspace

Microsoft Excel

Job description

Medical Virtual Assistant - Virtual Assistant

Are you passionate about supporting healthcare teams that change lives? Do you thrive in a detail-driven, service-focused environment? Virtual Rockstar is looking for a Medical Virtual Assistant to support a thriving therapy practice that provides holistic, family-centered care to diverse communities in Minnesota.

This practice specializes in Speech Therapy, Orofacial Myofunctional Therapy, Occupational Therapy, Feeding Therapy, and Lactation Support — and they're seeking a reliable, proactive VA to help manage the day-to-day admin work that makes meaningful care possible.

About the Practice

This team is grounded in compassion, inclusivity, and a neurodiversity-affirming approach. Their mission is to support families through holistic, individualized treatment — and to do that well, they need strong back-end operations. That’s where you come in.

Responsibilities

You'll become a key part of the admin workflow, helping the clinical team stay focused on care while you handle the details behind the scenes.

Reception & Scheduling

Manage the appointment calendar and waitlist

Confirm, reschedule, and cancel appointments

Handle incoming phone calls and email inquiries professionally

Coordinate with therapists on daily scheduling needs

Follow up with patients post-session

Send personalized communications, forms, and treatment plans

Manage incoming referrals and patient records

Support telehealth coordination and respond to FAQs

Insurance & Billing Support

Verify insurance benefits and coverage details

Pre-fill and track plans of care and follow-up on upcoming due dates

Manage electronic faxes using RingCentral Fax and update tracking sheets

Create and send invoices, record payments in SimplePractice

Assist with electronic claims (SimplePractice) and secondary billing (MN-ITS)

Admin Operations

Maintain and update electronic health records

Assist with payment tracking and overdue balances

Collaborate daily via email, chat, and morning check-ins

Help streamline admin tasks currently managed by on-site staff

Requirements

2+ years experience in a medical or therapy admin role (remote healthcare experience a plus)

Strong understanding of insurance verification and billing workflows

Proficient with SimplePractice, Google Workspace, Microsoft Excel, and digital fax systems

Comfortable managing sensitive patient information with discretion and HIPAA compliance

Highly organized, proactive, and communicative — a team player who thrives independently

Familiarity with the nuances of working with clinicians who value control over their schedules

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 in the Philippines.