This is a remote position.
Rockstar is hiring a full-time Billing & Compliance Support Virtual Assistant on behalf of a pediatric therapy practice offering PT, OT, and SLP services.
Billing is the biggest pain point this role exists to solve. The practice's EMR automates a good amount of billing, but claims that don't resolve automatically, denials, and follow-ups are falling through the cracks and pulling admin staff away from other work. This VA will work claims, call insurance companies directly, and keep the billing cycle moving without things backing up.
Beyond billing, this role owns compliance tracking that's currently slipping: keeping plans of care, prescriptions, and referrals current so nothing expires unnoticed, and pulling business metrics out of the EMR into the practice's reporting system on a consistent weekly and monthly basis. This is a proactive, detail-first role, not one where someone waits to be told what to do. The right person builds the daily list of what needs attention before being asked.
About the Client
This pediatric therapy practice is built around the mission of strengthening communities through expert, collaborative therapy, helping every family get the support they need to thrive and belong. Their core values center on treating every child with the compassion of family, integrating joy and play into learning, staying curious to understand each child's unique strengths, and holding to ethical, evidence-based care.
The practice is growing, both in patient volume and provider headcount, and is working to build out more consistent systems and processes to support that growth without burning out its admin team.
Key Responsibilities
Billing & Claims (Primary Focus)
- Work claims and follow up on unpaid or denied claims
- Call insurance companies directly to resolve billing issues
- Review and appeal denied claims as needed
- Resolve billing discrepancies and ensure compliance with coding and billing regulations
- Generate billing reports for management
Compliance & Caseload Tracking
- Monitor the EMR's expiring items dashboard to keep prescriptions and referrals current
- Track plans of care, prescription, and referral due dates so nothing lapses unnoticed
- Help therapists stay on top of re-evaluations
- Follow up to ensure referrals return after being sent out
Reporting & Data Support
- Pull reports out of the EMR
- Enter clinician statistics and business metrics into the practice's reporting/KPI system on a weekly and monthly basis
- Support point-of-care system tasks that therapists don't have time to manage themselves
Tools & Systems
- Ocean Friends (EMR)
- PedsOMS (KPI/reporting system)
- Google Workspace
- QuickBooks (light exposure, not primary)
Requirements
Non-Negotiables
- Strong attention to detail, tracking plans of care, prescriptions, and referral due dates cannot slip
- Proactive and self-directed, does not wait to be told what to do
- Reliable and consistent, this role is meant to be a stable, dedicated presence the practice can count on
Benefits
Skills Required
- Prior experience in medical billing or insurance claims follow-up
- Comfortable making outbound calls to insurance companies to resolve claim issues
- Work claims, follow up on unpaid or denied claims, and prepare appeals
- Comfortable working within an EMR and pulling/entering data accurately
- Generate billing reports and enter clinician statistics into KPI/reporting systems
- Strong written communication for email-based coordination
- Highly organized and proactive; able to build and manage a daily task list independently
- Strong attention to detail for tracking plans of care, prescriptions, and referral due dates
- Reliable and consistent presence; able to report to and take direction from Admin Director
- Familiarity with Ocean Friends EMR and PedsOMS reporting system
- Experience with Google Workspace and light exposure to QuickBooks
What We Do
The Healthcare Business Academy (HBA) and its associated brand Virtual Rockstar Careers aim to educate, empower, and provide specialized services, particularly virtual assistants and recruiting solutions, to the physical therapy community to increase income, impact, and freedom.
