Senior Medical Virtual Assistant & Front‑Office Operations Specialist – Insurance Verification, Patient Intake, Remote Physical Therapy Practice Management, and Process Optimization Lead at brighthush

About brighthush

brighthush is more than a physical therapy practice; it is a pioneering movement that redefines outpatient care by weaving cutting‑edge technology, heartfelt empathy, and data‑driven precision into every patient encounter. Our mission is to democratize high‑quality physical therapy, making it accessible, affordable, and personalized for anyone, anywhere. By harnessing advanced practice‑management tools, we streamline operations, cut administrative friction, and free clinicians to focus on what they do best—healing and inspiring patients.

Our culture is rooted in servant leadership, holistic care, and an unwavering commitment to improving every touchpoint in the patient journey. We celebrate diversity, champion continuous learning, and prioritize work‑life balance. Whether you’re working from home or in one of our expanding clinics, you’ll find a supportive network of peers, a leadership team that values innovation, and a mission‑driven environment that rewards dedication and results.

Why This Role Matters

The front‑office team is the heartbeat of brighthush’s patient experience. As we scale across new locations and add more providers, the Senior Medical Virtual Assistant & Front‑Office Operations Specialist becomes the linchpin that ensures every appointment, insurance verification, and patient interaction is handled with precision and care. Your work will directly influence patient satisfaction scores, reduce claim denials, and accelerate revenue cycles—making a tangible impact on both our patients’ lives and the organization’s growth.

In a world where patients expect seamless digital experiences, your role will be the bridge between clinical excellence and operational efficiency. By mastering insurance workflows, patient intake, and remote practice management, you’ll help brighthush deliver on its promise of frictionless, patient‑centric care.

Key Responsibilities

Front‑Desk & Scheduling Excellence

• Confirm and manage patient appointments, ensuring the shared calendar reflects real‑time availability.
• Provide reliable backup phone coverage for the front‑office manager during absences, maintaining seamless communication.
• Maintain accurate, up‑to‑date patient records and coordinate daily schedules with clinical staff to optimize workflow.
• Follow up with patients post‑session, handle rescheduling, and manage cancellations with empathy and efficiency.
• Maintain and update a dynamic waitlist, ensuring optimal slot utilization and minimal patient wait times.
• Collaborate with the clinical team to identify and resolve scheduling conflicts or capacity issues.
• Implement and refine scheduling SOPs to improve consistency and reduce errors.

Patient Intake & Referral Management

• Collect comprehensive patient information during intake and send digital intake forms for new referrals.
• Track and follow up on incomplete intake forms, ensuring all necessary data is captured before appointments.
• Identify missing referrals, request them from referring providers, and confirm receipt.
• Send personalized, timely communications to patients, reinforcing appointment details and next steps.
• Maintain a patient intake dashboard that highlights pending tasks and upcoming appointments.
• Collaborate with the marketing team to ensure referral sources are properly credited and tracked.
• Analyze intake data to identify trends and recommend improvements to the intake process.

Insurance Verification & Authorization (Phase 2 – Expansion)

• Track plans of care, authorizations, and benefits for each patient, ensuring compliance with payer requirements.
• Verify patient insurance coverage, obtain pre‑authorizations, and submit claims accurately.
• Update patient files with insurance information and maintain a clear audit trail for audit readiness.
• Act as the primary liaison with insurance carriers, clarifying coverage details and explaining benefits to patients.
• Monitor pending insurance claims, follow up on status, and resolve any denials or payment issues.
• Collaborate with the billing team to reconcile claim submissions and payments.
• Stay current on payer policy changes and communicate updates to the clinical and billing teams.

Data Management & Reporting

• Enter data accurately into the practice management system and generate regular reports on key metrics.
• Analyze trends in patient intake, insurance verification, and claim processing to identify process improvements.
• Prepare monthly dashboards for leadership, highlighting operational KPIs such as appointment volume, denial rates, and patient satisfaction.
• Support data migration projects when new systems or integrations are introduced.
• Maintain data integrity by performing routine audits and reconciling discrepancies.
• Collaborate with IT to troubleshoot system issues and propose enhancements.

Tools & Systems

• brighthush’s proprietary practice management platform (our internal system for scheduling, billing, and EHR).
• brighthush’s cloud‑based collaboration suite (email, calendar, document storage, and real‑time editing).
• Internal communication tools (chat, video conferencing, and project management dashboards).
• Custom CRM and billing modules tailored to our workflow.
• Insurance carrier portals and electronic authorization systems.
• Analytics dashboards and reporting tools for KPI tracking.

Essential Qualifications

• Proven experience in insurance verification and authorization—strongly preferred.
• Background in healthcare or physical therapy—highly desirable.
• Excellent written and verbal English communication skills.
• Comfortable speaking directly with insurance companies and navigating complex benefit structures.
• Highly organized, detail‑oriented, and process‑driven.
• Proficiency with checklists, SOPs, and workflow automation.
• Strong multitasking ability and independent problem‑solving skills.
• Adaptability to new software and evolving processes.
• Experience with remote work tools and virtual collaboration.
• Basic understanding of HIPAA regulations and patient data privacy best practices.

Preferred Qualifications

• Experience with brighthush’s internal EHR platform or similar electronic health record systems.
• Familiarity with insurance carriers’ portals and electronic authorization systems.
• Certifications in medical billing, coding, or EHR management.
• Previous remote work experience in a virtual assistant or front‑office capacity.
• Knowledge of data analytics tools and KPI reporting.
• Experience leading process improvement initiatives.

Core Competencies

• Customer‑centric mindset: Genuine desire to help patients and colleagues.
• Servant leadership: Leading by example and supporting the team.
• Analytical thinking: Turning data into actionable insights.
• Time management: Prioritizing tasks in a fast‑paced environment.
• Communication: Clear, concise, and professional interactions.
• Adaptability: Thriving in a constantly evolving digital workspace.
• Collaboration: Working cross‑functionally with clinicians, billing, and IT.
• Problem‑solving: Identifying root causes and implementing effective solutions.
• Attention to detail: Ensuring accuracy in data entry and documentation.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent and providing a clear path for advancement. As the practice expands, you will have the chance to:

• Take ownership of the entire insurance verification and authorization workflow.
• Lead process improvement projects that streamline front‑office operations.
• Transition into a senior front‑office manager or operations specialist role.
• Earn certifications in medical billing, coding, or EHR management.
• Participate in cross‑functional teams that shape the future of patient care delivery.
• Attend industry conferences, webinars, and workshops at no cost to you.
• Receive mentorship from senior leaders and clinicians.
• Contribute to strategic initiatives that influence company direction.

Work Environment & Culture

brighthush fosters a collaborative, inclusive culture where every team member’s voice matters. We celebrate diversity, encourage continuous learning, and prioritize work‑life balance. Our remote setup is supported by robust communication tools, regular virtual huddles, and a culture of transparency. You’ll find a supportive network of peers, a leadership team that values innovation, and a mission‑driven environment that rewards dedication and results.

We believe that a healthy work environment fuels creativity and productivity. That’s why we offer flexible scheduling, mental health resources, and a culture that encourages taking time to recharge. Whether you’re a seasoned professional or a rising star, you’ll have the autonomy to shape your role and the support to grow.

Compensation & Perks

• Competitive salary based on experience and performance.
• Health, dental, and vision insurance options.
• Paid time off, holidays, and flexible scheduling.
• Professional development stipend and training resources.
• Employee wellness programs and mental health support.
• Opportunity to contribute to a mission‑driven organization that makes a real difference.
• Performance bonuses tied to key operational metrics.
• Access to a company‑wide learning portal with courses on healthcare, technology, and leadership.
• Remote work stipend to optimize your home office setup.
• Annual team‑building retreats and virtual social events.

How to Apply

If you are a detail‑oriented, process‑driven professional with a passion for patient care and a knack for insurance verification, we want to hear from you. Submit your resume and a brief cover letter outlining your relevant experience and why you’re excited about joining brighthush. In your cover letter, please highlight:

• Specific achievements in insurance verification or front‑office operations.
• Examples of how you improved processes or reduced claim denials.
• What motivates you to work in a remote, patient‑centric environment.
• Any certifications or training that strengthen your candidacy.

Our hiring process is designed to be respectful of your time. We’ll review your application promptly, schedule a virtual interview, and provide clear feedback at each stage. We value transparency and aim to keep candidates informed throughout the journey.

Join Our Team

At brighthush, you’ll be part of a forward‑thinking organization that values innovation, compassion, and excellence. Your contributions will shape the patient experience, streamline operations, and drive the growth of a practice that is redefining physical therapy. If you’re ready to bring your expertise to a role that blends technology, care, and impact, apply today and help us transform the future of outpatient care—one appointment at a time.