Administrative Assistant - Virtual Assistant

Job Title: Administrative Assistant - Virtual Assistant
Location: Remote
Interviewer: Jonathan

Virtual Rockstar is an industry-leading company based in Arizona that specializes in offloading administrative tasks from healthcare clinics to streamline operations. We hire specifically in the Philippines, aiming to build and strengthen families in the region through meaningful employment opportunities. We are committed to hiring individuals who not only meet our job requirements but also align with our core values and long-term vision.

Virtual Rockstar is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support our client’s executive team, manage day-to-day operations, and ensure timely communication with patients, partners, and medical staff. The ideal candidate will be tech-savvy, have excellent communication skills, and be comfortable working in a remote telehealth environment. Familiarity with tools like Slack, Healthie, Dock, Percy, Google Suite, and Practice Q is a plus.

About our client:

We are a leading national telehealth company specializing in chronic care management, urgent care, weight loss, anti-aging, and wellness. Our mission is to deliver high-quality medical care via telehealth to patients across the country. We work closely with multiple companies to either provide physician coverage or develop direct solutions to interact with patients on our own platforms. We're looking for an Administrative Assistant to join our dynamic team and help ensure smooth daily operations, assist with patient communication, and keep the team on track.

Responsibilities:

Appointment & Calendar Management:
Confirm patient appointments and manage the appointment calendar.
Coordinate telehealth appointments and ensure smooth scheduling for both patients and medical staff.
Send appointment reminders and follow-up with patients post-session to ensure satisfaction.
Handle patient appointment rescheduling when necessary.

Patient Communication:
Respond to patient inquiries via phone and email, providing excellent customer service.
Send personalized communications to patients, ensuring they receive timely updates and information.
Follow up with patients after their sessions, including sending exercise and treatment plans.

Patient Records & Privacy:
Maintain accurate and up-to-date patient records, ensuring privacy and confidentiality.
Ensure compliance with telehealth regulations and policies.

Insurance & Billing:
Obtain pre-authorizations for procedures and explain insurance benefits to patients.
Track the status of pending insurance claims and follow up on unpaid claims.
Assist patients with insurance-related queries and resolve billing discrepancies.
Generate billing reports for management.

Administrative & Project Support:
Keep a running productivity log for all partners and coordinate follow-up with partners daily.
Assist with document handling, time management, and preparing necessary reports.
Manage grocery and essential shopping for the executive team.
Plan travel, prepare itineraries, and schedule personal and family appointments.

Communication & Coordination:
Respond to emails, manage incoming communication, and handle follow-up with pharmacies regarding questions or orders.
Ensure proper communication and coordination with medical staff to manage daily schedules.

General Administrative Duties:
Handle data entry and assist with basic report generation.
Contact patients for feedback and follow up on service quality.
Assist with managing email correspondence and maintaining organized documentation.

Qualifications:

Proven experience as an administrative assistant or in a similar administrative/virtual role.
Strong organizational and time-management skills, with the ability to handle multiple tasks and priorities.
Excellent communication skills (both written and verbal) and the ability to interact professionally with patients, partners, and medical staff.
Tech-savvy with experience using tools like Slack, Healthie, Dock, Percy, Google Suite, and Practice Q (preferred).
Ability to handle sensitive information with confidentiality and professionalism.
Strong problem-solving skills and the ability to work independently in a remote setting.
Experience with telehealth platforms and/or healthcare administration is a plus.
A proactive, positive attitude 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.

How to Apply:

To apply for this position, please send us a copy of your updated resume and a Loom video (not Google Drive) addressed to The Rockstar Team. In the video, explain your relevant work history and give a brief introduction about yourself. Please provide detailed insights into your previous experience as a virtual assistant. If you have prior experience supporting a CEO/ telehealth team, we'd appreciate hearing about it. We're seeking candidates with outstanding communication and customer service skills, so please emphasize these qualities in your video introduction. Lastly, share your creative ideas on how you can contribute to the growth and success of our company. We're eager to see your application!