Offer summary

Qualifications:

Previous experience as a Medical Virtual Assistant or in an administrative healthcare role is required., Strong written and verbal English communication skills are essential., Candidates must be highly organized, reliable, and self-motivated., Familiarity with HelloNote, Go High Level, or similar platforms is preferred..

Key responsibilities:

Answer phone calls and respond to emails with warmth and professionalism.

Schedule appointments and ensure therapists’ calendars are up-to-date for the week.

Coordinate telehealth sessions and maintain accurate patient records.

Gather and report monthly key performance indicators (KPIs) and assist with internal communications.

Job description

This is a remote position.

Virtual Rockstar is seeking a Medical Virtual Assistant to support a growing outpatient OT and Speech Therapy clinic located in Maine. This warm, patient-centered practice is looking for a highly organized and compassionate professional to handle essential administrative tasks and streamline day-to-day operations.

If you’re someone who loves supporting healthcare professionals, values team connection, and thrives on creating order out of chaos, this is a perfect opportunity.

About the Clinic’s Culture

Purpose: Delivering high-quality, effective therapy in a caring and supportive environment
Values: Compassion, organization, efficiency, and teamwork
Team Culture: A collaborative, tight-knit group that values strong communication and shared support

Responsibilities

Reception & Scheduling

Answer phone calls and respond to emails with warmth and professionalism
Call new referrals and follow up with patients post-referral
Input referral and patient data into HelloNote and Go High Level
Schedule appointments and ensure therapists’ calendars are up-to-date for the week
Help fill cancellation slots quickly and efficiently
Confirm appointments and send reminders

Patient Support & Coordination

Coordinate telehealth sessions and rescheduling needs
Maintain accurate patient records and update insurance and contact details
Handle incoming inquiries with a patient-first mindset
Protect patient confidentiality in compliance with HIPAA

Administrative Operations

Gather and report monthly key performance indicators (KPIs)
Assist in developing and documenting standard operating procedures (SOPs)
Manage email communications and organize documents using Google Docs and Gmail
Maintain a waitlist and manage therapist schedules
Generate reports and assist with internal communications

Software and Tools You'll Use

HelloNote (EMR)
Go High Level (CRM / Client Communications)
Google Docs and Gmail

Requirements

Previous experience as a Medical Virtual Assistant or in an administrative healthcare role
Strong written and verbal English communication skills
Highly organized, reliable, and self-motivated
Comfortable speaking with patients, including follow-up and scheduling
Experience using HelloNote, Go High Level, or similar platforms (preferred)
Team player with a proactive mindset and strong attention to detail

Benefits

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.