Medical Virtual Assistant – (Scheduling & Outreach Support

• Remote Job

Rockstar is an industry-leading staffing company based in Arizona that helps healthcare businesses across the United States streamline operations by connecting them with skilled remote professionals. We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower personal and professional growth.

At Rockstar, we are committed to placing team members who not only meet our clients' operational needs but who also reflect our core values of integrity, excellence, and long-term service. Every placement is an opportunity to make a meaningful difference, for the practice, for patients, and for you.

This is a remote position.

Job Description

Virtual Rockstar is an industry-leading company based in Arizona that helps businesses across multiple industries streamline operations by offloading administrative, creative, and technical tasks to skilled remote professionals.

We partner with talented individuals from around the world, providing meaningful remote career opportunities that empower them to grow personally and professionally.

At Virtual Rockstar, we are committed to hiring team members who not only meet our clients’ needs but also align with our core values, integrity, and long-term vision of delivering excellence, innovation, and service that drives success for every business we support.

This pediatric therapy clinic is a family-centered, values-driven organization committed to providing high-quality services and supportive experiences for children and their caregivers. The team prioritizes compassion, professionalism, collaboration, and clear communication across all areas of care.

Due to continued growth, the clinic is seeking a Medical Virtual Assistant to support scheduling-related outreach and communication efforts. This role works closely with the clinic’s Patient Care Coordinators to help fill therapist schedules, assist families with rescheduling, and follow up on missed appointments.

While the role currently focuses heavily on text-message-based communication, there may also be opportunities to support outbound phone outreach after mastering the scheduling and messaging workflows.

This position requires strong organization, excellent follow-through, timely documentation, and a warm, professional communication style

Conduct outbound text outreach to families to help reschedule missed sessions and fill open appointment times

Return text messages and communication related specifically to scheduling efforts

Provide supportive, clear, and professional communication with families needing assistance adjusting appointments

Coordinate scheduling updates with Patient Care Coordinators as needed

Assist with outbound phone calls as needed after mastering text communication workflows

Proactively fill therapist availability by contacting families regarding openings

Track schedule gaps and initiate outreach to maintain therapist caseload consistency

Follow scheduling Standard Operating Procedures (SOPs) carefully and consistently

Update clinic scheduling systems accurately and in real time

Work efficiently in a fast-paced environment while maintaining attention to detail and speed in outreach efforts

Document all communication and scheduling actions promptly within clinic systems

Maintain accurate records of outreach efforts and schedule changes

Ensure HIPAA compliance and maintain patient confidentiality at all times

Communicate consistently with the team throughout the day via text and phone as needed

Office 365 – Teams, Outlook, Word, Excel

Clinic-specific EMR and scheduling software (training provided)

Phone and SMS communication platforms

1–2 years of administrative, scheduling, customer service, or healthcare office experience

Strong written and verbal English communication skills

Experience with scheduling, text-based communication, or outreach coordination preferred

Ability to follow processes and Standard Operating Procedures consistently

Str…