Medical/ Administrative Assistant - Virtual Assistant

This is a remote position.

Virtual Rockstar is looking for an experienced and highly organized Medical/ Administrative Assistant to join our team. This full-time position will provide critical support to our client’s administrative, scheduling, and billing operations, allowing the staff to focus on providing exceptional care. The ideal candidate will have a background in medical administration, experience in billing and authorization processes, and the ability to multitask efficiently in a fast-paced, remote environment.

About our client:

At Beyond Speech Therapy, LLC, we are dedicated to providing comprehensive, high-quality therapy services for children and their families. Our mission is not only to help children reach their fullest potential through a variety of therapies—occupational, physical, speech, feeding, and more—but also to create a warm, collaborative, and family-centered environment that fosters growth, empowerment, and connection. Our team values teamwork, compassion, inclusivity, and innovation, and we are committed to making a positive impact within the community.

As a virtual assistant for our practice, you will play an essential role in supporting our daily operations and contributing to the efficiency and success of our practice’s growth.

Responsibilities:

• Billing & Financial Management:
  

• Oversee billing for Early Intervention sessions, ensuring accuracy and timely follow-up on unpaid claims.
  

• Monitor outstanding payments and contact families or insurance companies as needed.
  

• Track submitted claims and ensure correct processing.
  

• Scheduling & Client Management:
  

• Manage the waitlist, ensuring timely follow-ups with families and filling spots as cancellations occur.
  

• Coordinate appointment scheduling to optimize the therapist's schedules and minimize gaps.
  

• Ensure all client referrals are processed and tracked efficiently.
  

• Administrative Support:
  

• Manage the owner’s inbox by prioritizing, sorting, and responding to emails promptly.
  

• Assist in generating payroll reports and other financial documentation.
  

• Develop and implement tracking systems for client progress, billing, and scheduling.
  

• Content & Marketing Support:
  

• Assist with social media content creation, including planning posts, writing captions, and creating graphics.
  

• Help build and maintain content for the online education program to support families and caregivers.
  

• Staff Support & Training:
  

• Help organize and streamline the development of training programs for staff members.
  

• Coordinate schedules for staff training sessions and maintain relevant materials.
  

Requirements

• Prior experience as a Medical/ Administrative Assistant, ideally in a therapy practice or healthcare setting.
  

• Experience with billing processes and authorization procedures 
  

• Proficiency in Google Workspace (Gmail, Google Meet, Google Docs, Sheets, Forms, and Keep).
  

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
  

• Experience with spreadsheets, including pivot tables and complex document creation.
  

• Familiarity with Heno EMR is a plus, but not required.
  

• Ability to manage client referrals, scheduling, and cancellations efficiently.
  

• Strong communication skills, both written and verbal, with the ability to engage with families and insurance companies.
  

• Experience with Canva or other marketing design tools to create engaging content.
  

• Strong problem-solving and multitasking abilities.
  

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.