Virtual Assistant, Front Desk

About The Company Rockstar is an industry-leading staffing company headquartered in Arizona, dedicated to supporting healthcare organizations across the United States. We specialize in connecting healthcare practices with skilled remote professionals to streamline operations, enhance patient care, and improve overall efficiency. Our mission is to empower healthcare providers by offering meaningful remote career opportunities that foster personal and professional growth. At Rockstar, we value integrity, excellence, and long-term service, ensuring that every placement not only meets operational needs but also makes a positive difference in the lives of patients and healthcare teams.

About The Role We are seeking a dependable and skilled Front Desk Virtual Assistant to support U.S.-based healthcare practices remotely. This full-time position is ideal for healthcare administrative professionals who excel in fast-paced environments and are passionate about delivering exceptional patient experiences. The role involves managing patient communications, scheduling, insurance verification, prior authorizations, and a broad spectrum of administrative tasks using existing healthcare systems and tools. As a key point of contact for patients, you will facilitate smooth clinical operations, coordinate virtual appointments, and ensure accurate documentation, all while maintaining a patient-first approach. This position offers an excellent opportunity to contribute to healthcare delivery in a remote setting, supporting practices that serve diverse patient populations.

Qualifications

• Minimum of 2+ years of experience in a medical administrative, healthcare virtual assistant, or front desk support role
• Strong 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 with strong accuracy in EMR data entry and documentation
• Excellent written and verbal communication skills in English, including phone, email, and messaging
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Reliable home office setup with a fast, stable internet connection suitable for HIPAA-compliant remote work

Preferred qualifications include experience supporting U.S.-based healthcare providers, familiarity with healthcare EMR platforms (such as Prompt, WebPT, Raintree), and proficiency with cloud-based tools like Google Workspace. Additional experience in medical billing, CPT coding, or patient communication platforms is a plus.

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 call lists to keep schedules full and organized
• 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 appropriate clinical staff
• Manage incoming referrals and guide new patients through the intake process
• Collect, verify, and accurately enter intake information into the EMR system
• Create new patient charts, ensuring all documentation is complete and organized
• Upload, attach, and maintain patient documents, signatures, and demographic records
• Coordinate intake steps with clinical and administrative staff for smooth onboarding
• Match new patients with appropriate providers based on availability and clinical needs
• 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 clearly
• Assist patients with insurance-related questions throughout their care journey
• Monitor authorization renewals and submit requests within required timelines
• Support daily EMR data entry and maintain accurate electronic patient records
• Coordinate with staff to manage schedules, workflows, and admini…