Medical Administrative Assistant – Virtual Assistant

Job not on LinkedIn

November 21

🌽 Illinois – Remote

Although this job is listed in Illinois, this company may be open to hiring remote in other states.

💵 $6 - $7 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

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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

• Provide administrative support to clinic leadership, assisting with daily operations and executive tasks • Support strategic business development research and gather data needed for leadership decision-making • Sort and organize emails, schedule meetings, and coordinate internal communication across staff • Assist with updating SOPs, organizing employee handbooks, and preparing onboarding materials • Use project management tools such as Asana and Reclaim.ai to support ongoing initiatives • Maintain accurate, confidential patient records within the practice’s systems • Respond to patient inquiries via phone, email, and internal communication platforms • Prepare documents and manage internal and external correspondence • Contact patients for feedback and follow-up tasks as needed • Make past-due statement calls, prepare invoices for payment, and assist with billing discrepancies • Generate and send patient invoices • Coordinate staff communication, assist with internal scheduling, and track missed timecard punches • Support therapist schedules, send appointment reminders, and maintain appointment waitlists • Gather data for monthly performance reviews and prepare basic administrative and operational reports • Assist with filing, equipment tracking, and general administrative workflows • Support basic marketing or outreach activities using Facebook, Instagram, Squarespace, and Brevo • Follow HIPAA guidelines and maintain professional confidentiality at all times

🎯 Requirements

• Experience in medical administration, healthcare office operations, or executive administrative support preferred • Strong organizational, multitasking, and time-management skills • Excellent communication across email, phone, and internal messaging platforms (Google Chat, EMR notes/tasks) • Proficiency with Google Workspace, Prompt EMR, Weave, Asana, Reclaim.ai, and other tools listed • Ability to manage billing support tasks, administrative workflows, and patient records accurately • Professional, reliable, punctual, and adherent to HIPAA and confidentiality standards

🏖️ 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