Front Desk Virtual Assistant

This is a remote position.

Rockstar is seeking a skilled and dependable Front Desk Virtual Assistant to support U.S.-based healthcare practices in delivering a seamless patient experience. This is a full-time remote role built for healthcare administrative professionals who thrive in fast-paced environments and take pride in keeping clinical operations running smoothly.

In this role, you will serve as a critical point of contact for patients, support clinical scheduling and intake workflows, manage insurance and prior authorization tasks, and handle a wide range of administrative responsibilities, all remotely using your client's existing systems and tools.
KEY RESPONSIBILITIES

Patient Scheduling & Communication

- 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 first-call and follow-up call lists to keep schedules full

- 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 the appropriate clinical staff

New Patient Intake & Chart Management

- Respond to incoming referrals and guide new patients through the intake process

- Collect, verify, and enter required intake information into the EMR with accuracy

- Create new patient charts and ensure all required documentation is complete and properly organized

- Upload, attach, and maintain patient documents, signatures, and demographic records

- Coordinate intake steps with clinical and administrative staff to ensure smooth onboarding

- Match new patients with appropriate providers based on availability and clinical needs

Insurance Verification & Prior Authorization

- 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 in clear terms

- Assist patients with insurance-related questions throughout their care journey

- Monitor authorization renewals and submit requests within required timelines

Administrative & Operational Support

- Maintain accurate electronic patient records and support day-to-day EMR data entry

- Coordinate with clinical and administrative staff to manage daily schedules and workflows

- Prepare documents, manage email correspondence, and generate basic reports as needed

- Process and organize incoming faxes, physician referrals, discharge paperwork, and records

- Send patient records to referring providers, case managers, or insurance representatives

- Track and manage Medicare signatures, drop-off lists, and discharge documentation

- Support billing teams with documentation requests, record retrieval, and claim follow-up

- Maintain compliance with patient privacy standards (HIPAA) in all communications and data handling

- Assist with payor mix management and other administrative tasks as assigned

Requirements

Required

- 2+ years of experience in a medical administrative, healthcare VA, or front desk support role

- Solid 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 and strong accuracy in EMR data entry and documentation

- Excellent written and verbal English communication skills: phone, email, and messaging

- Ability to manage multiple priorities and meet deadlines in a fast-paced environm