Virtual Assistant - Physical Therapy Practice

Position Overview
Position Title: Virtual Assistant — Physical Therapy Practice
Engagement Type: Independent Contractor
Location: Remote / Offshore (work from home)
Hours: 20 hours/week; Mon–Fri, 2 pm - 6 pm PST (room to grow more hours)
Compensation: $3.50-6.50 USD per hour, paid biweekly via Easypay or other agreed upon method
Start Date: ASAP
Reports To: Kerry Pickering, PT, DPT — Practice Owner

We are a physical therapy practice seeking a reliable, detail-oriented Virtual Assistant to support administrative operations. This role involves handling sensitive patient information and requires demonstrated knowledge of and commitment to HIPAA compliance. The ideal candidate has prior healthcare administrative experience, excellent written English communication skills, and thrives working independently in a remote environment.

Key Responsibilities
Scheduling & Patient Communication
Manage patient appointments via the practice’s scheduling software and physical therapist calendar.
Handle new patient intake inquiries and collect basic demographic information.
Respond to patient messages within designated response time windows.

Billing & Insurance Support
Verify patient insurance eligibility prior to appointments.
Enter billing codes and patient charges into the practice management system.
Follow up on outstanding claims and unpaid balances as directed.
Communicate with insurance representatives via phone or secure portal.

Documentation & Records
Transfer records from previous EMR to files
Transcribe or organize clinical notes as directed by the treating therapist.
Maintain accurate, up-to-date patient records in the EHR system.
File and organize intake forms, authorizations, and referral documents.
Follow up on plans of care and documentation needed from physicians.

Administrative Support
Manage the practice owner’s email inbox: triage, draft responses, flag urgent items.
Maintain calendars and schedule meetings.
Prepare reports, spreadsheets, and correspondence as needed.
Handle other administrative tasks as assigned.

Required Qualifications
Minimum 2 years of experience as a virtual assistant or administrative role in a healthcare setting.
Demonstrated knowledge of HIPAA Privacy and Security Rules (certificate of completion required).
Proficiency with healthcare scheduling and/or EHR systems (e.g., Prompt, WebPT, Jane App, Kareo, or similar).
Excellent written and spoken English communication skills.
Reliable, high-speed internet connection and a private, secure workspace.
Ability to work independently, meet deadlines, and maintain confidentiality.

Preferred Qualifications
Prior experience in physical therapy, outpatient rehabilitation, or related specialty.
Familiarity with CPT codes for physical therapy services.
Experience with HIPAA-compliant communication tools (e.g., Paubox, RingCentral for Healthcare, Google Workspace with BAA).
Experience with insurance verification.

HIPAA & Compliance Requirements
This position requires access to Protected Health Information (PHI). All candidates must:
Provide proof of current HIPAA training prior to start date (training must be from a recognized provider).
Sign a Business Associate Agreement (BAA) and Independent Contractor Agreement before commencing work.
Agree to use only CE-approved platforms and tools for any work involving patient data.
Consent to periodic compliance audits of workflow and data handling practices.
Report any suspected data breach, unauthorized access, or privacy concern within 48 hours.

Tools & Systems
The following tools are used in this practice (or will be set up prior to start):
Scheduling / EHR: Prompt EMR (data transfer from prior EMR: HelloNote)
Billing: Prompt EMR and Quickbooks invoicing
Communication: Google Workspace with BAA, possibly a phone service TBD
File Storage: Google Drive (BAA), Dropbox
Video Conferencing: Google Meet


Compensation & Terms
Contractor will be paid hourly via Easypay.
This is a 1099 independent contractor position. No benefits, taxes, or insurance are provided by the practice.
Initial trial period: up to 30 days with evaluation before longer-term engagement.
Either party may terminate the agreement with 14 days written notice.

How to Apply
Please submit the following to ---------- with the subject line “VA Application — [Your Name]”:
Current resume or CV highlighting healthcare administrative experience.
Copy of your most recent HIPAA training certificate.
Two professional references from healthcare-related roles, if available.
Brief cover letter describing your HIPAA knowledge and relevant experience (1-2 paragraphs).
A short video response describing how you would handle the following scenarios: a. “You a ---------- send a patient appointment confirmation to the wrong email address. What do you do?” and b. “You are speaking to a client who is upset that their appointment time needs to be changed. Please provide a response to this client and describe how you would handle this interaction”

Only candidates who include all required materials will be considered.