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 environment
- Comfortable working independently and maintaining consistent daily communication with client teams
- Reliable home office setup with a fast, stable internet connection suitable for HIPAA-compliant remote work

Preferred

- Experience supporting U.S.-based healthcare providers or therapy/rehabilitation clinics
- Familiarity with common healthcare EMR platforms (e.g., Prompt, WebPT, Raintree, or similar)
- Experience with Google Workspace (Drive, Gmail, Calendar, Sheets) and/or other cloud-based tools
- Background in physical therapy, occupational therapy, speech therapy, pediatric therapy, or multi-specialty practices
- Exposure to medical billing workflows, CPT coding, or claims follow-up processes
- Experience with patient communication platforms, scheduling software, or task management tools

WHAT WE LOOK FOR

- A patient-first mindset: you treat every interaction as an opportunity to make someone's experience better
- Proactive communication: you keep your client team informed without being asked, and flag issues early
- Ownership: you take responsibility for your tasks and follow through without needing to be reminded
- Adaptability: healthcare schedules and priorities shift; you stay steady and adjust quickly
- Discretion: you understand the sensitivity of patient information and handle it with care at all times

Benefits
- Competitive salary commensurate with experience
- Opportunities for professional development and long-term career growth
- Work within a dynamic, collaborative, and supportive team environment
- Stable, full-time remote employment with U.S.-based healthcare clients
- Make a meaningful impact by helping practices serve their patients and communities

📌 Front Desk Virtual Assistant (Colombia)
🏢 Rockstar Global Careers
📍 Colombia