Admin Team Coordinator – Virtual Assistant

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November 25

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Virtual Rockstar Careers

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Healthcare Insurance • Recruitment • SaaS

Virtual Rockstar Careers is a company dedicated to supporting the physical therapy community by providing specialized services such as hiring virtual assistants, physical therapists, and training clinical directors. They focus on empowering practices through education, consulting, and efficient staffing solutions to help clinics thrive while improving patient care and increasing operational efficiency.

51 - 200 employees

⚕️ Healthcare Insurance

🎯 Recruiter

☁️ SaaS

📋 Description

• Lead and support the administrative team while fostering accountability, teamwork, and proactive problem-solving. • Manage daily and weekly team meeting workflows, including note-taking, transcription management, distributing updates, and tracking progress on goals. • Organize and track administrative team projects such as: Annual insurance verifications, Annual patient information updates, Monitoring EMR accuracy and ensuring timely patient discharges. • Serve as backup for front office tasks when needed (excluding Medicaid/CMO authorizations). • Assist with patient scheduling, waitlist management, and discharging inactive patients. • Handle incoming faxes and manage shared email inboxes. • Collect co-pays and coinsurance when required. • Manage new patient referrals and oversee the intake process. • Track plans of care and monitor authorization compliance. • Verify benefits for both commercial and Medicaid policies. • Track MD signatures and ensure documentation accuracy throughout the patient lifecycle. • Assist with patient balance calls and provide support with billing questions. • Interpret, track, and maintain strong performance across key KPIs, including Advanced scheduling, Clinician capacity utilization, Arrival percentages, Referral trends, New clinician caseload development. • Produce reports that highlight billing performance insights, administrative milestones, and barriers.

🎯 Requirements

• 2+ years of experience in healthcare administration supporting medical office operations, preferably in pediatrics or therapy settings. • 1+ year of experience supervising or coordinating an administrative team. • Strong understanding of the patient lifecycle, insurance workflows, and revenue cycle processes. • Excellent verbal and written communication skills; ability to support both families and internal staff professionally. • High accountability, attention to detail, and strong organizational skills. • Ability to work proactively, resourcefully, and independently in a fast-paced environment. • Proficiency in EMR systems, scheduling platforms, and general office software (client uses Fusion/Ensora, Monday.com, Microsoft 365, and Curogram).

🏖️ 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.