Medical Virtual Assistant - Virtual Assistant

Santa Barbara Cottage Hospital; Town of Texas (WI); Remote; USD 40,000 - 60,000; Full time

Job summary

Join a leading physical therapy clinic as a Medical Virtual Assistant, where you'll play a vital role in client communication and daily operations. This remote position offers a dynamic support environment and the chance to make a meaningful impact by helping active adults recover from injuries and enhance their performance.

Benefits

Opportunities for professional development

Dynamic and supportive team environment

Qualifications

• Previous experience as a medical or administrative virtual assistant.
• Excellent written and verbal communication skills.
• Familiarity with scheduling, client intake, and EMR systems.

Responsibilities

• Manage client communication and scheduling efficiently.
• Coordinate daily operations and ensure confidentiality.
• Assist with administrative tasks using Hubspot and Google Workspace.

Skills

Communication

Organizational Skills

Attention to Detail

Client-first Mindset

Tools

Hubspot

Google Workspace

PtEverywhere

Slack

Job description

Medical Virtual Assistant - Virtual Assistant

Are you an experienced, detail-oriented professional who thrives in a fast-paced environment and is passionate about helping people? We're looking for a full-time Medical Virtual Assistant to join the team of one of Virtual Rockstar's clients—a high-performing physical therapy clinic focused on helping active adults get out of pain and back to doing what they love.

In this remote role, you’ll play a critical part in keeping the clinic running smoothly—from managing client communication and scheduling to ensuring the daily operations behind the scenes are efficient and seamless. You’ll work closely with therapists and administrative staff to deliver an exceptional experience for every client who interacts with the practice.

About our client:

Our client is a performance physical therapy clinic based in Austin, Texas, specializing in working with endurance athletes (particularly runners and cyclists) as well as individuals experiencing pelvic floor pain or dysfunction. Their work is rooted in movement, proactive care, and long-term performance strategies.

This is a team that’s passionate, health-conscious, and deeply committed to client success. They offer a supportive environment where curiosity, communication, and excellence are expected—and celebrated.

Purpose:

To radically change how athletes take care of their bodies by delivering intentional, full-spectrum care—from injury recovery to lifelong performance.

Core Values:

Top 1%: Consistently strive for excellence

Find the Why: Stay purpose-driven and intentional

Clear and Courageous Conversations: Foster honest, constructive communication

Stay Curious and Generous: Always learn and contribute

Assume Positive Intent: Trust in your teammates

Leverage Failure to Grow: See setbacks as learning opportunities

Responsibilities

Client Communication & Scheduling

Respond to client inquiries by phone, email, text, and web forms

Schedule, reschedule, and cancel appointments for all therapists and services

Conduct discovery calls with prospective clients

Follow up with clients who have not yet scheduled

Maintain and manage an active waitlist to fill last-minute openings

Provide accurate, helpful responses about services offered

Daily Operations & Coordination

Check out clients using PtEverywhere

Coordinate daily therapist schedules

Relay billing-related information to clients as needed

Ensure client privacy and confidentiality are maintained at all times

Administrative Support

Complete tasks within Hubspot and keep client records updated

Maintain the Hubspot deals board and contact pages on a weekly basis

Manage client data, scheduling, and payments using PtEverywhere and Hubspot

Assist with inventory tracking and reordering of clinic supplies and merchandise

Support the overall smooth execution of day-to-day operations

Tools and Software You’ll Use

PtEverywhere

Slack

Google Workspace

Hubspot

Requirements

Previous experience as a medical or administrative virtual assistant

Excellent written and verbal communication skills

Familiarity with scheduling, client intake, and EMR systems

Strong organizational skills and attention to detail

A client-first mindset and ability to handle sensitive health information professionally

Self-starter who is proactive and capable of working independently

Preferred Qualifications

Understanding of physical therapy or wellness-based services

Experience with out-of-network healthcare billing

Interest in athletic performance, endurance sports, or health and wellness

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.