Healthcare VA for US-Based Physical Therapy Practice

Hours: Full Time (40 hrs/week)
Schedule: Must have reliable overlap with U.S. Pacific Time business hours of 8:30am to 5:30pm

About Us

Penultimate Step Sports Rehab is a growing physical therapy practice dedicated to providing exceptional one-on-one care for active adults and athletes. We’re looking for a detail-oriented, proactive Virtual Assistant who enjoys helping patients and improving operational efficiency. This is an opportunity to become an integral part of a small, fast-growing healthcare business where your work will have a direct impact every day.

Primary Responsibilities

• Answer incoming patient phone calls professionally and warmly
• Schedule, reschedule, and cancel appointments
• Respond to text messages and email s from patients
• Verify insurance benefits and document coverage information
• Obtain prior authorizations when needed
• Complete patient registration and intake tasks
• Follow up on missed appointments and recall inactive patients
• Maintain accurate patient records within our EMR
• Assist with insurance and billing-related administrative tasks
• Monitor provider schedules and help maximize clinic efficiency
• Coordinate with therapists regarding schedule changes and patient needs
• Assist with general administrative projects as assigned

Qualifications

• Previous experience working as a healthcare virtual assistant or medical administrative assistant
• Excellent written and spoken English
• Professional phone presence with outstanding customer service skills
• Strong organizational skills and exceptional attention to detail
• Comfortable learning new software quickly
• Ability to work independently while communicating proactively
• Reliable internet connection and quiet work environment
• High level of professionalism and discretion with confidential information

Preferred Experience

• Physical therapy, orthopedic, chiropractic, sports medicine, or outpatient healthcare experience
• Experience with insurance verification (Availity) and prior authorizations (EviCore)
• Familiarity with HIPAA requirements
• Experience using EMR systems (Prompt Health EMR) and scheduling software
• Experience using Google Workspace, Microsoft Office, and communication platforms

What We’re Looking For

We’re not just looking for someone to complete tasks—we’re looking for a dependable teammate who takes ownership, communicates clearly, solves problems before they become issues, and genuinely cares about creating an outstanding patient experience.

The ideal candidate is:

• Friendly and empathetic
• Highly organized
• Dependable and punctual
• Comfortable with technology
• Resourceful and proactive
• Able to prioritize multiple tasks without sacrificing accuracy

To Apply

Please include:

• Your resume
• A brief summary of your healthcare virtual assistant experience
• The EMR systems and healthcare software you’ve used
• Your availability and time zone
• Your internet speed (download/upload)
• A short paragraph describing a time you solved a difficult administrative or patient-service problem

Applicants with prior experience supporting outpatient healthcare or physical therapy practices are strongly encouraged to apply.

Apply with at least 5AP to be considered.