Medical Virtual Assistant (Front Office & Patient Scheduling)

Overview

This is a remote, full-time opportunity for a Medical Virtual Assistant focused on front office operations and patient scheduling. The role is being hired for a growing outpatient physical therapy clinic in Birmingham, Alabama. It centers on answering calls, coordinating appointments, keeping intake information complete, and helping the practice stay organized whenever front desk coverage is limited.

The position is best suited to someone who is highly organized, comfortable working directly with patients, and able to keep schedules moving efficiently in a busy, service-driven healthcare environment. The practice values consistency, care, and responsiveness, and the assistant will play an important role in supporting that mission.

About the Client

The client is an outpatient physical therapy practice with a patient- and family-centered approach. In addition to orthopedic, balance, and specialty services, the clinic also serves dancers through a specialized treatment focus. Its broader purpose is to improve at least one life each day through better quality of life and dependable care.

Culture and Values

• Integrity
• Innovation
• Synergy
• Compassion
• Accountability
• Sincerity
• Ambition
• Family

Key Duties

Front Office and Scheduling

• Respond to incoming calls and support patients using the VoIP phone system.
• Book both new and returning patients, make sure canceled slots are filled quickly, and keep follow-up visits arranged properly after evaluations and progress appointments.
• Reach out after initial evaluations when additional appointments need to be scheduled.
• Confirm that intake paperwork, insurance details, and payment card information are fully completed and entered before appointments begin.
• Watch the appointment calendar closely, reduce empty time slots, and help maintain a target of 631 visits each month.
• Provide front office coverage on Tuesdays, Thursday afternoons, and Fridays when on-site staff are not available.
• Keep a patient waitlist active and process rescheduling requests.
• Handle patient questions by phone and email, and coordinate incoming referrals from outside providers.

Reporting, Insurance, and Admin Support

• Create weekly, monthly, quarterly, and yearly reports to help evaluate business performance.
• Enter data accurately and maintain electronic health records in the clinic's EMR system.
• Check insurance eligibility and coverage through the verification tool inside the EMR when needed, then update patient records accordingly.
• Help patients understand insurance-related questions and concerns.
• Assist with backup billing tasks such as batching and claims support when the billing specialist is not available.
• Coordinate therapist calendars and patient bookings as required.

Tools Used

• Stride EMR, including internal messaging and insurance verification features
• Weave for calls and texting
• Microsoft Word and Excel
• Google Drive

Requirements

• Background in a front office or patient-facing healthcare role.
• Strong ability to schedule appointments and communicate with patients in a friendly, professional, and efficient manner.
• High attention to detail, especially when entering insurance data, intake forms, and payment information.
• Proactive approach with the ability to spot schedule gaps and act without waiting for direction.
• Comfort with preparing reports and reviewing business metrics.
• Prior exposure to Stride EMR or a comparable platform is preferred.
• Good working knowledge of Microsoft Office and Google Drive.
• Ability to work independently while coordinating clearly with the existing front office team to avoid duplicate outreach to patients.

Non-Negotiable Traits

• Dependable and proactive, with the ability to handle front office duties independently during coverage gaps.
• Extremely accurate and detail-focused, since scheduling or data entry mistakes can affect patient care.
• Strong telephone presence with a warm, professional, and efficient style.
• Self-directed and capable of managing the schedule without close supervision.

Benefits

• Competitive pay based on experience.
• Opportunities to build skills and advance professionally.
• A supportive, energetic team environment.
• The chance to contribute to meaningful work that helps strengthen families and communities.