This is a remote position.
Rockstar is looking for a full-time Medical Virtual Assistant to support our client’s growing mental health practice. This is a fully remote role designed for someone with experience in both scheduling and medical billing, who is compassionate, detail-oriented, and committed to supporting patients and staff with professionalism and care.
About the Client
Our client is a mission-driven mental health practice committed to removing barriers to care and ensuring every patient feels supported and heard. They understand how difficult and discouraging navigating the mental health system can be—and they’re working to change that through accessible, responsive, and organized support at every step of the patient journey.
Purpose: To make mental health care more accessible, responsive, and supportive for every individual seeking help.
Core Values:
Compassionate, patient-first service
Clarity and transparency in all processes
Respect for privacy and confidentiality
Supportive, team-based collaboration
Responsibilities
Scheduling & Patient Support
Manage appointment calendars and confirm upcoming patient appointments
Respond to patient inquiries via phone and email in a timely and empathetic manner
Answer scheduling requests from intake forms (JotForms) and assign appointments appropriately
Maintain patient records, ensure all necessary paperwork is complete, and confirm credit card details are on file
Coordinate telehealth appointments and manage appointment rescheduling
Maintain a waitlist for patients and ensure efficient calendar coordination
Insurance & Authorization
Verify patient insurance coverage and update patient records with accurate details
Obtain pre-authorizations for procedures when necessary
Explain insurance benefits and coverage to patients
Communicate with insurance providers to resolve issues and clarify claims
Administrative Tasks
Prepare documents, manage email communications, and route messages as needed
Support the scheduling and billing teams during employee PTO or heavy workloads
Maintain documentation and tracking systems via Excel and the client’s internal tools
Software Used
Valant (EHR)
Waystar (Clearinghouse)
Outlook
Excel
Insurance portals and proprietary scheduling systems
Requirements
2+ years of experience in a medical office, mental health practice, or similar environment
Strong knowledge of scheduling systems and billing workflows
Experience with insurance verification, claims submission, and payment posting
Excellent communication and organizational skills
Comfortable handling patient inquiries with empathy and professionalism
Proficient in relevant software tools and comfortable learning new systems
High level of discretion and respect for patient confidentiality (HIPAA familiarity preferred)
Reliable remote work setup and availability to work 40 hours per week, Monday–Friday
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 across the globe.